Executive Assistant

3 weeks ago


Navi Mumbai, Maharashtra, India Mintskill HR Solutions LLP Full time
Job Role: Executive Assistant

As an Executive Assistant, you will be responsible for providing administrative support to senior executives, ensuring the smooth operation of the office, and maintaining confidentiality in all matters.

Key Responsibilities:
  • Manage and maintain executives' calendars, 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 arrange travel documents, handle travel arrangements, and respond to letters and documentation as required.
Administrative Support:
  • Manage day-to-day administrative tasks, including housekeeping and facilities management.
  • 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 and snacks.
  • Organize and supervise other office activities, such as recycling, renovations, event planning, and celebrations.
  • Conduct fire drills and other training for associates and housekeeping staff as required.
  • Manage the building management system, including access control, CCTV, and system operations.
  • Maintain and update statutory compliance reports.
  • Manage travel, stay, and cab arrangements for associates.
  • Supervise and inform staff of coaching and training requirements.
  • Maintain petty cash.
HR Support:
  • Arrange employee engagement activities.
  • Arrange health care camps on a time-to-time basis.
  • Handle employee grievances.
  • Establish the process flow for onboarding and exiting factory workers and employees.
  • Implement new rules and regulations from management within the workers.
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.
  • Meet deadlines in a fast-paced, quickly changing environment.
  • Proactive approach to problem-solving with strong decision-making skills.
  • Professional-level verbal and written communication skills.

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