Required Executive Assistant

4 days ago

Andheri East Mumbai Maharashtra, India Insta integrated marketing solutions LLP Full time

**Job Summary**:
Exponents Insta USA Inc. is seeking a highly organized, proactive, and exceptionally skilled Executive Assistant to provide comprehensive support to our CEO. This pivotal role requires a professional who can seamlessly manage the CEO's day-to-day activities, ensuring efficiency and effectiveness across all operations. Given our presence in both India and the US, strong cross-cultural communication skills are paramount.

**Key Responsibilities**:

- **Calendar and Schedule Management**: Manage and optimize the CEO's calendar, including scheduling appointments, meetings, and travel arrangements (domestic and international), and proactively identifying and resolving scheduling conflicts.
- **Meeting Support**: Prepare meeting agendas, gather necessary materials, take accurate and concise Minutes of Meetings (MOMs), and ensure timely distribution. Schedule follow-up meetings and track action items to completion.
- **Departmental Coordination**: Facilitate smooth communication and coordination between the CEO and various departments, ensuring information flows efficiently and objectives are aligned.
- **Project Support**: Provide administrative support for various projects, helping to track progress, deadlines, and deliverables of critical strategic project.
- **Information Management & Tech support**: Organize and maintain digital and physical files, ensuring easy retrieval of critical documents and information & manage administrative responsibilities related to software tools, including account setup, access management, and basic technical troubleshooting to support smooth business operations.
- **Ad-hoc Administrative Tasks**: Handle a wide range of administrative and executive support-related tasks as they arise, demonstrating flexibility and a proactive approach.
- **Office Liaison**: Act as a liaison with office management for the CEO's office needs, ensuring a smooth and productive work environment

**Qualifications & Skills**:

- Bachelor’s degree in Business Administration, Communications, or related field; MBA is a plus.
- Excellent written and verbal communication skills in English, with experience collaborating across India and US time zones.
- Proficient in Microsoft Office Suite and calendar management tools.
- Strong organizational and multitasking abilities in fast-paced settings.
- Professional demeanor with strong interpersonal skills and the ability to work across all levels.
- High level of discretion in handling confidential information.
- Proactive, detail-oriented, and resourceful with strong problem-solving skills.

**Required Experience**

Minimum of **3-5 years**of progressively responsible experience as an Executive Assistant supporting C-level executives, preferably in a fast-paced, global environment.

Pay: ₹1,000,000.00 - ₹1,200,000.00 per year

**Benefits**:

- Health insurance

**Education**:

- Bachelor's (required)

**Experience**:

- Supporting C - Level Executive: 3 years (required)
- Stong Business Understanding: 3 years (required)
- Dealing with US, Europe Clients: 3 years (required)

**Location**:

- Andheri East, Mumbai, Maharashtra (required)

Work Location: In person

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