Executive Assistant

1 month ago


Navi Mumbai, Maharashtra, India Mintskill HR Solutions LLP Full time
Job Description

We are seeking a highly skilled and experienced Executive Assistant to join our team. The successful candidate will be responsible for providing administrative support to our executives, ensuring the smooth operation of our office, and maintaining confidentiality at all times.

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 manage travel arrangements, including visas and documentation.
  • Manage and maintain office supplies, including inventory and purchasing.
  • 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, including recycling, renovations, and event planning.
  • Conduct fire drills and other training for associates and housekeeping staff.
  • Manage building management systems, including access control and CCTV.
  • 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.
  • Maintain petty cash.
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.

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