Executive Support Specialist

2 weeks ago

Mumbai, Maharashtra, India beBeeAdministrative Full time ₹ 8,00,000 - ₹ 15,00,000

Job Overview

We are seeking a highly skilled and organized Executive Support Specialist to join our team. As an Executive Support Specialist, you will provide exceptional administrative support to senior-level executives, ensuring seamless coordination across teams, suppliers, and stakeholders.

The ideal candidate will possess excellent communication skills, strong problem-solving abilities, and the ability to manage multiple priorities and deadlines efficiently.

Key Responsibilities:

  • Business & Operational Support
    • Handle all new supplier communication and product onboarding processes.
    • Assign, coordinate, and update task lists with internal and external teams to ensure timely execution.
    • Conduct business inquiries, surveys, market research, and data collection for strategic decision-making.
    • Prepare, manage, and organize databases, filing systems, and records for easy retrieval and reference.
    • Draft and maintain costing sheets, reports, SOPs, presentations, and official correspondence.
  • Customer & Stakeholder Management
    • Act as a first point of contact for callers, responding to emails and phone calls, forwarding messages, or flagging critical issues for the executive's attention.
    • Handle customer complaints and grievances, ensuring prompt resolution and customer satisfaction.
    • Assist in managing key business relationships, including vendors, clients, and regulatory authorities.
  • Logistics & Travel Coordination
    • Manage shipments, travel arrangements, transport, and accommodation for the executive and relevant stakeholders.
    • Organize meetings, conferences, and events, ensuring seamless execution.
    • Maintain and update the executive's calendar, appointments, and meeting schedules while managing access effectively.
  • Administrative & Strategic Support
    • Implement and maintain administrative procedures and operational systems for efficiency.
    • Monitor deadlines, follow up on pending tasks, and ensure seamless execution of priority assignments.
    • Assist with financial tasks such as budget tracking, vendor payments, invoice management, and liaising with accountants for tax-related activities.
  • Personal Assistance & Miscellaneous Tasks
    • Handle property management, home fixtures & supplies, personal appointments, quotation requests and other ad-hoc personal tasks as assigned by the executive.

Required Skills & Competencies:

  • Discretion and Trustworthiness
  • Problem-Solving & Initiative
  • Communication Skills
  • Organizational & Multitasking Ability
  • Excel Proficiency
  • Negotiation & Vendor Management
  • Flexibility & Adaptability
  • Tact & Diplomacy
  • Tech-Savvy

Preferred Qualifications & Experience:

  • Bachelor's degree in Business Administration, Management, or a related field.
  • 2-5 years of experience in a similar executive or personal assistant role.
  • Prior experience working with e-commerce & retail is a plus.

Benefits:

This role offers a dynamic and supportive work environment, opportunities for professional growth and development, and a competitive compensation package.

Others:

As a member of our team, you will be expected to maintain confidentiality and handle sensitive information with discretion. You will also be required to adapt to changing priorities and deadlines, and to demonstrate flexibility and adaptability in your work.

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