Executive Assistant to CEO

**Job Title**: Executive Assistant to CEO

**Location**:Santa Cruz, Mumbai (Willing to Travel Occasionally)

**Job Summary**: The Executive Assistant to the CEO at JJ Plastalloy will be responsible for managing a wide range of administrative, operational, and hospitality-related activities to ensure seamless coordination and support for the CEO. This role demands strong organisational skills, exceptional stakeholder management, and meticulous attention to detail. The Executive Assistant will serve as a critical point of contact for both internal and external stakeholders, handling travel arrangements, scheduling, correspondence, and confidential tasks with the utmost professionalism and discretion.

Key Responsibilities:
**Comprehensive Executive & Administrative Support to the CEO**
- Manage all administrative tasks for the CEO, including hospitality and travel arrangements, scheduling payments, and creating detailed itineraries.
- Act as a primary point of contact, managing correspondence, screening calls, and handling inquiries with professionalism and discretion.
- Handle sensitive data and decisions with the utmost confidentiality and loyalty.
- Prepare and manage documents, meeting papers, and necessary approvals.
- Arrange and manage documents, and approvals for the CEO.
- Handle priority and confidential inquiries with appropriate correspondence or messaging on behalf of the CEO.
- Support administrative functions, including assisting admin team members as required.
- Arrange meals for directors and guests at office premises or external locations as needed.

**CEO's Calendar, Travel & Logistics Management**
- Manage the CEO's calendar by coordinating meetings, conferences, teleconferences, and travel plans.
- Coordinate appointments for the CEO, ensuring optimal use of their schedules.
- Maintain logbooks for the CEO's travel details.
- Potentially accompany the CEO on key visits or exhibitions.

**Communication, Coordination & Stakeholder Engagement**
- Ensure efficient communication by responding to or routing inquiries, greeting visitors, and managing calls professionally.
- Liaise with internal and external stakeholders, including senior leadership, distributors, export partners, vendors, buyers, and consultants.
- Act as an interface for external stakeholders, including vendors, buyers, and consultants.

**Information Management & Financial Administration**
- Use Excel, Zoho CRM, and similar tools to keep track of information and organize reports.
- compile information as requested by the CEO.
- Research and provide information requested by the CEO, including industry news updates.
- Act as a thought partner in reviewing data, plans, and dashboards.
- Update and maintain multiple forms of databases, including contacts, loyalty programs, and others.
- Handle payments for company-sponsored credit cards and ensure compliance with necessary protocols.
- Verify and process invoices for payment approval with the accounts department.

**Project Coordination & Task Management**
- Oversee project timelines, manage follow-ups, and report on any slippages or deviations.
- Perform the role of a project coordinator who ensures follow-ups happen meticulously.

**Personal Assistance (Discreet & As Required)**:
**Qualifications**:

- MBA, [B.Tech, MBA (preferred)]

**Skills and Competencies**:
**Capability Competencies**:

- Proficient in MS Office (Word, Excel, PowerPoint).
- Strong verbal and written communication skills.
- Strong analytical & data interpretation skills
- Tech Savvy
- Project Management
- Ability to handle sensitive data and decisions & respects confidentiality

**Leadership Competencies**:

- Multitasking and time management expertise.
- Excellent stakeholder management and interpersonal skills.

**Experience**:

- Min. 5 years of experience in a similar role.
- Exposure to Manufacturing / B2B Sector (preferred)
- Experience with CRM, MIS, Excel Dashboards
- Exposure to Export Operations / Documentation (preferred)
- Exceptional Communicator - Fluent in business English (written & verbal).
- Analytical Thinker - Ability to interpret data and support strategic decisions.
- Proactive & Self-Driven - Anticipates needs and takes initiative.
- High Integrity - Handles confidential matters with discretion.
- Adaptable Under Pressure - Manages multiple priorities in a dynamic environment.
- Willingness to Travel - Occasionally for meetings, exhibitions, or plant visits.

Pay: ₹300,000.00 - ₹800,000.00 per year

Schedule:

- Day shift

**Education**:

- Master's (required)

**Experience**:

- Executive Assistant: 2 years (required)

Work Location: In person