Executive Assistant to CEO

1 week ago

Ctm Char Rasta Ahmedabad Gujarat, India SAGAR POWERTEX PRIVATE LIMITED Full time

**Key Responsibilities**:
**1. Calendar & Schedule Management**
- Maintain and update the executive’s calendar.
- Schedule and manage appointments, meetings, and travel.
- Identify and resolve scheduling conflicts.
- Provide daily and weekly calendar overviews with timely reminders.

**2. Communication & Correspondence**
- Handle internal and external communication on behalf of the executive.
- Maintain organized records of key correspondences.

**3. Meeting Support**
- Prepare meeting agendas, presentations, and documentation.
- Take and distribute meeting minutes; track follow-ups and deadlines.
- Coordinate with participants and ensure meeting readiness.
- Arrange logistics for physical and virtual meetings.

**4. Office Administration**
- Oversee administrative operations for the executive office.
- Coordinate with HR, Admin, and other departments for required support.
- Manage documentation, filing, and approval processes.
- Maintain office supplies and essentials inventory.

**5. Confidentiality & Data Security**
- Handle all sensitive data and information with discretion.
- Ensure compliance with company confidentiality and data protection policies.
- Safeguard physical and digital confidential files.

**6. Event & Engagement Support**
- Coordinate events, exhibitions, off-sites, and executive-level meetings.
- Manage logistics, vendors, communication, and guest handling.
- Assist in creating speeches or briefing notes if needed.

**7. Daily Executive Support**
- Keep the executive aligned with day-to-day priorities.
- Ensure workspace and tools are well-organized.
- Provide timely reminders and support for daily tasks and meetings.
- Handle ad-hoc responsibilities as they arise.

**8. Interdepartmental Coordination & Follow-ups**
- Track tasks assigned to various departments and ensure timely updates.
- Follow up with department heads and escalate delays when necessary.
- Maintain a report/tracker of department-wise updates.

**9. Travel & Itinerary Management**
- Plan and coordinate travel logistics including bookings, visas, and transportation.
- Create and manage detailed itineraries.
- Ensure smooth travel experiences, including real-time updates and emergency handling.

**10. Relationship Management**
- Maintain a positive rapport with clients, vendors, and partners.
- Greet and manage high-profile visitors.
- Represent the executive in meetings or events when required.

**Qualifications & Requirements**:

- Bachelor’s degree in Business Administration or related field.
- 3+ years of experience as an Executive Assistant or in a similar role.
- Excellent written and verbal communication skills.
- Strong proficiency in MS Office, calendar tools, and digital communication platforms.
- Exceptional organizational, time management, and multitasking skills.
- High level of professionalism, confidentiality, and discretion.
- Ability to work independently and under pressure.

**Preferred Attributes**:

- Proactive and solution-oriented mindset.
- Ability to anticipate needs and stay two steps ahead.
- Strong interpersonal skills and a calm demeanor under pressure.
- Willingness to adapt in a fast-paced and dynamic environment.

Pay: ₹25,000.00 - ₹50,000.00 per month

**Benefits**:

- Cell phone reimbursement
- Internet reimbursement
- Paid sick time
- Provident Fund

**Education**:

- Bachelor's (preferred)

**Experience**:

- Personal assistant: 1 year (preferred)

**Language**:

- English (preferred)

Work Location: In person

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