Executive Assistant Secretary to Director

7 days ago

Navi Mumbai, Maharashtra, India Mintskill HR Solutions LLP Full time
Job Title: Executive Assistant Secretary to Director

Job Summary: We are seeking a highly skilled and experienced Executive Assistant Secretary to Director to join our team at Mintskill HR Solutions LLP. The successful candidate will provide administrative support to our Director, ensuring the smooth operation of the office and contributing to the overall success of the company.

Key Responsibilities:

  • Manage and maintain the Director's calendar, ensuring optimal scheduling of meetings, appointments, and events.
  • Coordinate with internal and external stakeholders to schedule and confirm meetings.
  • Plan and organize executive meetings, including board meetings, leadership team meetings, and other high-level gatherings.
  • Prepare and distribute meeting agendas, materials, and minutes.
  • Ensure meeting rooms are booked and equipped with necessary technology and supplies.
  • Follow up on tasks and ensure information flow.
  • Mediate and resolve minor conflicts or misunderstandings between departments and team members.
  • Oversee the organization and maintenance of executive office files and records.
  • Coordinate office activities and operations to ensure efficiency and compliance with company policies.
  • Prepare and handle visa documents, travel arrangements, and other administrative tasks.
  • Manage day-to-day administrative tasks, including housekeeping, facilities, and office infrastructure.
  • Monitor inventory of office supplies and purchase new materials as needed.
  • Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
  • Manage pantry services, including coffee machines, snacks, and other amenities.
  • Organize and supervise other office activities, including recycling, renovations, event planning, and celebrations.
  • Conduct fire drills and other trainings for associates and housekeeping staff as needed.
  • Manage building management systems, including access control, CCTV, and system operations.
  • Maintain and update statutory compliance reports.
  • Manage travel, stay, and cab arrangements for associates.
  • Supervise and inform coaching and training requirements for staff at junior and entry-level positions.
  • Maintain petty cash and ensure proper accounting.
  • Handle employee grievances and establish processes for onboarding and exiting factory workers and employees.
  • Implement new rules and regulations as per management directives.

Requirements:

  • Experience in executive assistant, administration, and HR work as mentioned in the job description.
  • Professionally and personally stable.
  • Female candidate.
  • Graduate with strong communication skills in Hindi and English.
  • Proven experience as an executive assistant or other relevant administrative support experience.
  • Work experience as an executive assistant, personal assistant, or similar role.
  • Discretion, confidentiality, and honesty.
  • In-depth understanding of the entire MS Office suite.
  • Ability to organize a daily workload by priorities.
  • Must be able to meet deadlines in a fast-paced, quickly changing environment.
  • A proactive approach to problem-solving with strong decision-making skills.
  • Professional-level verbal and written communication skills.

About Our Client:

Mintskill HR Solutions LLP is a B2B manufacturer started in 1987 with a turnover of over 1000 Cr per year and a staff strength of over 500 people. We are a distributor of precious and alternative metal jewelry since 1970 and have grown to become the industry's leading designer, manufacturer, and importer of precious and alternative metal jewelry. We have a presence with our state-of-the-art design and manufacturing facility in Mumbai, where some of the world's finest designers work with the latest disruptive technology using 3D design and rapid prototyping. We are building capabilities in virtual and augmented reality technology in jewelry design and manufacturing, which will disrupt the experience and change the way consumers interact with precious gems and jewelry. Imagine a luxury jewelry showroom that can be accessed in the comfort of one's home with realistic visualizations and try one of the products possible. We are a member of the Jewellery Council and are committed to being part of the promotion of trust in the global fine jewelry industry that defines a standard of responsible, ethical, social, and environmental practices. Our priority has always been our customer service, and our staff of highly skilled customer service representatives are there to accommodate every request with care, courtesy, and reliability. We believe that a company is only as good as the people who represent it, and we welcome you to become part of our esteemed client.

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