Executive Assistant to CEO

**Job Location**:

- MY SOLAR, 604, 6th Floor, Kalp Business Park, Near Kia Showroom, Opp. HP Petrol Pump, Nikol-Odhav Ring Road, Ahmedabad 382415, Gujarat

**Office Time**:

- 9:30 AM to 6:30 PM

**Experience Range**:

- 2+ years

**Salary**:

- ₹20,000 - ₹30,000 per month

**Number of Vacancies**:

- 1

**Relevant Industry Experience**:

- Experience in executive support, office management, or administration, preferably in solar, electrical, or manufacturing sectors.

**Job Summary**:

- Provide high-level administrative support to the Director.
- Manage schedules, coordinate meetings, handle communications, and support various administrative tasks.
- Ensure smooth functioning of the Director’s office.

**Educational Qualifications**:

- **Required**: Bachelor’s Degree in Business Administration, Management, or a related field
- **Preferred**: Diploma or certification in Executive Assistance or Office Management
- **Required**: Proficiency in MS Office and communication tools

**Major and Minor Skills**:

- **Major Skills**:

- Strong organizational and time-management skills
- Proficiency in managing executive calendars and meetings
- Experience with drafting and reviewing professional correspondence
- Strong communication skills (written and verbal)
- Confidentiality in handling sensitive information
- **Minor Skills**:

- Ability to manage office supplies and maintain records
- Knowledge of travel arrangements and bookings
- Basic accounting or budget management knowledge
- Experience in preparing reports and presentations
- Basic understanding of project management

**Key Skills**:

- Excellent organizational and multitasking abilities
- Strong verbal and written communication skills
- Ability to manage executive-level calendars and appointments
- Excellent interpersonal and team collaboration skills
- High attention to detail and accuracy in managing records and correspondence
- Time management skills and the ability to prioritize tasks effectively

**Key Responsibilities**:

- Manage the Director’s calendar, appointments, and travel arrangements
- Prepare and review documents, reports, and presentations for the Director
- Organize and coordinate meetings, including setting agendas and taking minutes
- Assist with project coordination and follow up on tasks assigned to team members
- Maintain confidential records and files for the Director’s office
- Handle office administration tasks, such as ordering supplies and managing vendor relationships
- Support the Director in managing internal and external communications
- Coordinate with other departments to ensure smooth operations of the Director’s office
- Ensure deadlines are met for tasks and projects assigned by the Director

**Key Result Areas (KRAs)**:

- **Calendar Management**: Ensure all appointments, meetings, and deadlines are scheduled and met
- **Communication Management**: Handle all communications promptly and professionally
- **Document Preparation**: Ensure reports, presentations, and documents are accurate and delivered on time
- **Task and Project Coordination**: Ensure timely follow-up and completion of tasks and projects
- **Confidentiality and Integrity**: Manage all confidential information with the highest level of integrity

**Key Responsibility Indicators (KRIs)**:

- **Meeting Scheduling Accuracy**: Percentage of meetings scheduled without conflicts
- **Communication Response Time**: Time taken to respond to communication queries
- **Document Quality**: Accuracy and professionalism in preparing documents and reports
- **Task Completion Rate**: Percentage of tasks completed on or before deadlines
- **Confidentiality Compliance**: Zero breaches in confidentiality and information security

**Reports Required**:

- Daily Task Report: Daily
- Meeting and Agenda Report: Weekly
- Project Progress Report: Monthly
- Vendor and Supplier Report: Quarterly
- Travel and Expense Report: As needed

**Database Management**:

- **Executive Calendar and Appointments**: Maintain and update the Director’s schedule
- **Document Archive**: Store and organize important documents, reports, and presentations
- **Vendor and Supplier Contacts**: Maintain contact information for key vendors and suppliers
- **Travel and Expense Records**: Track all travel bookings, expenses, and reimbursements

**DO's and DON'Ts**:

- **DO’s**:

- Ensure confidentiality in all communications and tasks
- Manage the Director’s schedule proactively and efficiently
- Follow up on tasks and ensure timely completion of projects
- Communicate clearly and professionally with stakeholders
- Stay organized and prioritize tasks based on deadlines
- **DON'Ts**:

- Disclose sensitive information without authorization
- Schedule conflicts or miss appointments
- Delay tasks without proper communication
- Engage in unprofessional or unclear communication
- Procrastinate or neglect important tasks

**Additional Terms**:

- **Flexibility**: Handle multiple tasks and man