Executive Assistant

3 weeks ago

gurugram, India Innovist Full time

Job Title: Executive Assistant

Location: Corporate Office Gurgaon

Experience: 4-5 Years


Job Summary:

The Executive Assistant will provide high-level administrative support to senior executives, managing their schedules, communications, and various day-to-day activities. This role requires a proactive, highly organized individual with excellent time management skills, discretion, and the ability to handle confidential information.


Key Responsibilities:


Calendar & Schedule Management:

  • Manage and maintain the calendar, scheduling meetings, conferences, and appointments efficiently.
  • Coordinate and prioritize the executive’s daily schedule, ensuring that they are prepared for all meetings and engagements.
  • Handle any last-minute scheduling changes and resolve conflicts.
  • Taking MOM.


Travel & Logistics Coordination:

  • Arrange detailed travel plans, including flights, accommodations, transportation, and itineraries, both domestically and internationally.
  • Ensure all travel logistics are smoothly handled, including visa arrangements and travel reimbursements.
  • Prepare detailed itineraries for business trips.
  • Visa Processing.


Communication & Correspondence:

  • Screen and manage incoming emails, phone calls, and other correspondence, filtering those that require immediate attention and those that can be delegated.
  • Draft, proofread, and edit communications, reports, presentations, and other documents as required by the executive.
  • Communicate on behalf of the executive with internal and external stakeholders.


Meeting Coordination & Preparation:

  • Organize and coordinate meetings, including agenda preparation, document gathering, and distribution.
  • Attend meetings as requested to take detailed notes and follow up on action items.
  • Manage executive’s participation in conferences, events, and webinars.


Document Management & Filing:

  • Organize and maintain the executive’s files, documents, and records (both physical and digital) in a structured and secure manner.
  • Ensure that all necessary documents and presentations are prepared and available for meetings or events.


Stakeholder Relations & Liaison:

  • Act as a point of contact between the executive and other internal departments or external partners.
  • Maintain strong relationships with stakeholders, responding promptly to their queries or requests.
  • Represent the executive in a professional manner in all interactions.


Administrative Support:

  • Handle expense reports, budget tracking, and financial documentation on behalf of the executive.
  • Monitor and maintain office supplies for the executive’s workspace.
  • Assist with organizing executive-level events, workshops, and team meetings.


Required Skills & Qualifications:

  • Proven experience as an Executive Assistant or in a similar administrative role (4-5 years of experience preferred).
  • Strong organizational, time management, and multitasking abilities.
  • Excellent communication skills, both verbal and written.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools (e.g., Google Calendar, Outlook).
  • Ability to handle confidential information with discretion and integrity.
  • Strong attention to detail and problem-solving skills.
  • Experience in handling travel arrangements and preparing executive-level presentations.

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