Personal Assistant to CEO

**Designation: Administrative Co Ordinator**
**Location: Hebbal, Bangalore (Onsite)**
**Working Days: Mon - Sat**
**Timings: 10 AM to 7 PM**
**Notice Period: Immediate Joiner**
**Gender preference: Female**
**Education qualification: Graduation**
**Mandatory Experience: Min 3 years into Admin**
**Age: 24 - 32**
**Language preference: English and Hindi, Kannada (mandatory)**
**Key Responsibilities**:
**1. Administrative Support to CEO**
- **Act as the primary point of contact for the CEO, managing schedules, coordinating meetings, and handling internal/external communications.**:

- **Assist with daily administrative tasks, such as travel arrangements, correspondence, and document management.**:

- **Prepare reports, presentations, and other materials for meetings or strategic discussions.**:

- **Manage CEO’s calendar, prioritize meetings, and ensure timely follow-up on action items.**

**2. Procurement Management**
- **Oversee and manage the company’s procurement processes, including vendor selection, purchasing, and order tracking.**:

- **Negotiate contracts with vendors, ensuring favorable terms and cost-effective solutions.**:

- **Maintain records of all procurement activities and manage the company’s purchasing database.**:

- **Monitor inventory levels and reorder supplies as necessary, keeping the CEO informed of any critical needs.**:

- **Work closely with finance to ensure proper invoicing and timely payments for procured goods and services.**

**3. Vendor and Stakeholder Management**
- **Build and maintain strong relationships with vendors, suppliers, and service providers.**:

- **Coordinate logistics for deliveries, installations, or services provided by external partners.**:

- **Liaise between internal departments and external vendors to ensure smooth communication and resolution of any procurement-related issues.**

**4. Project Coordination & Reporting**
- **Support the CEO in managing company projects, ensuring that procurement and administrative needs are met within agreed timelines.**:

- **Track the status of various projects, preparing progress reports and providing regular updates to the CEO.**:

- **Organize meetings, briefings, and follow-ups on project deliverables, ensuring all stakeholders are aligned.**

**5. Process Improvement & Efficiency**
- **Assist in identifying areas for process improvements in administration and procurement workflows.**:

- **Implement strategies to streamline administrative tasks and enhance overall operational efficiency.**

**Qualifications**:

- **Education: Bachelor's degree in Business Administration, Management, or a related field (or equivalent work experience).**:

- **Experience**:

- **Minimum of 2-3 years of experience in an administrative or coordinator role, preferably with exposure to procurement.**:

- **Proven track record of working closely with senior leadership (preferably CEO-level support).**:

- **Strong understanding of procurement processes and vendor management.**:

- **Skills & Competencies**:

- **Excellent organizational and time-management skills with the ability to manage competing priorities.**:

- **Strong verbal and written communication skills.**:

- **Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with procurement software or ERPs.**:

- **Ability to build and maintain relationships with external vendors and internal stakeholders.**:

- **High attention to detail and problem-solving skills.**:

- **Ability to work independently and collaboratively in a fast-paced environment.**

**Key Attributes**:

- **Proactive, self-starter with a positive attitude.**:

- **Strong interpersonal skills and ability to engage with a wide range of stakeholders.**:

- **Highly organized with the ability to multi-task and adapt to changing priorities.**:

- **Discretion and confidentiality when handling sensitive information.**

Pay: ₹11,383.03 - ₹30,083.28 per month

**Benefits**:

- Provident Fund

Schedule:

- Day shift

Supplemental Pay:

- Performance bonus

**Experience**:

- Executive Assistant: 3 years (required)

Work Location: In person