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Executive Assistant to CEO

2 weeks ago

Shakespeare Sarani Kolkata West Bengal, India Hitech Mica Full time

**Job Summary**

The Executive Assistant provides high-level administrative and organizational support to executives, ensuring efficient management of their schedules, communication, and daily tasks. This role requires strong multitasking abilities, exceptional attention to detail, and the ability to maintain confidentiality. The Executive Assistant acts as a key point of contact, managing relationships and ensuring smooth coordination between the executive and various stakeholders.

**Key Responsibilities**

**1. Calendar and Schedule Management**
- Manage the executive’s calendar, including scheduling appointments, meetings, and events.
- Coordinate and prioritize conflicting schedules, ensuring optimal time management.
- Provide reminders and updates for upcoming engagements.

**2. Communication and Correspondence**
- Draft, proofread, and format communications such as reports, letters, and presentations.
- Ensure timely and accurate communication with internal and external stakeholders.

**3. Meeting Coordination**
- Organize and prepare for meetings, including agenda creation, distribution of materials, and taking meeting minutes.
- Follow up on action items to ensure tasks are completed on time.
- Arrange logistics for virtual and in-person meetings.

**4. Travel Arrangements**
- Plan and coordinate travel itineraries, including flights, accommodations, transportation, and travel documents.
- Anticipate and resolve travel-related issues to ensure seamless trips.

**5. Office and Administrative Support**
- Manage and organize files, documents, and databases to ensure easy accessibility.
- Monitor and reorder office supplies as needed.
- Assist with expense reports, budget tracking, and invoice processing.

**6. Project Assistance**
- Support the executive in managing and executing special projects or initiatives.
- Do Research and analysis work whenever required.
- Conduct research and compile data for presentations or reports.
- Track project progress and follow up with team members as needed.

**7. Relationship Management**
- Foster positive relationships with key stakeholders, including clients, vendors, and internal team members.
- Represent the executive in a professional and courteous manner during interactions.

**8. Confidentiality and Discretion**
- Handle sensitive information with the utmost confidentiality and professionalism.
- Ensure that all executive decisions and actions are supported discreetly.

**Qualifications and Skills**

**Education and Experience**
- Bachelor’s degree in Business Administration, Communication, or a related field (preferred).
- Schooling should be from English Medium background.
- Proven experience as an Executive Assistant or in a similar administrative role.

**Skills and Competencies**
- Excellent organizational and time management skills.
- Strong verbal and written communication abilities.
- Should be self motivated and has the zest to work and learn.
- Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and scheduling tools.
- Vloopup,Hlookup.
- Ability to multitask and prioritize in a fast-paced environment.
- Attention to detail and a high level of accuracy.

**Personal Attributes**
- Proactive, resourceful, and self-motivated.
- Professional demeanour and ability to work under pressure.
- Adaptable and capable of handling confidential and sensitive matters.

**Work Environment**

This position is office-based, with occasional extended hours to support executive needs.

The Executive Assistant plays a vital role in enabling executives to focus on strategic priorities by managing day-to-day operations seamlessly. This position is key to the overall efficiency and productivity of the leadership team.

**Job Types**: Full-time, Permanent

Pay: ₹12,207.80 - ₹36,685.91 per month

Schedule:

- Day shift

**Education**:

- Bachelor's (required)

**Experience**:

- total work: 2 years (preferred)
- executive assistant: 2 years (required)

**Language**:

- English (required)

Work Location: In person