Administrative Operations Coordinator

3 days ago


Mumbai, Maharashtra, India House of Spices India Full time
Executive Assistant / Personal Assistant Opportunity

The House of Spices India is seeking a highly skilled and experienced Administrative Operations Coordinator to support the CEO and COO in managing their administrative and operational tasks. This role requires exceptional organizational skills, attention to detail, and the ability to work autonomously in a remote setting.

Key Responsibilities:
• Manage complex calendars for the CEO and COO, including scheduling meetings, coordinating appointments, and resolving scheduling conflicts.
• Serve as the primary point of contact for internal and external communications, ensuring timely responses and follow-ups.
• Arrange and coordinate domestic and international travel arrangements for the CEO and COO, considering preferences and time constraints professionally and personally.
• Prepare agendas, presentations, and meeting materials for executive meetings, attend meetings as needed, and document meeting minutes and action items.
• Maintain and organize files, documents, and records, ensuring confidentiality and accessibility as needed.
• Prioritize and manage multiple tasks and projects simultaneously, ensuring deadlines are met and commitments are fulfilled.
• Process expense reports, track expenses, and reconcile credit card statements for the CEO and COO, ensuring accuracy and compliance with company policies.
• Assist with special projects and initiatives as assigned by the CEO and COO, providing research, analysis, and administrative support as needed.
• Build and maintain strong relationships with internal and external stakeholders, including board members, clients, partners, and vendors.
• Maintain confidentiality and discretion in handling sensitive information, including executive discussions, strategic plans, and personal matters.

Requirements:
Bachelor's degree in Business Administration, Communications, or a related field.
5 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting C-level executives.
Proven ability to work autonomously in a virtual setting, managing multiple priorities and deadlines effectively.
Ability to work in a fast-paced environment proactively with minimum supervision.
Position requires diplomacy and discretion.
High level of professionalism.
Strong attention to detail.
Organizational, written and verbal communication skills.
Flexibility to work during USA shift timings and occasional overtime as needed.
Proficiency in Microsoft office suite (word, excel, PowerPoint, outlook and teams)
Proficiency in travel management.

This is an excellent opportunity for a highly motivated and organized individual to join our team at House of Spices India. The salary range for this position is $60,000 - $80,000 per year, depending on experience.

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