Administration Assistant

Executive Support:

• Manage CEO's Calendar: Organize, prioritize, and manage the CEO's daily schedule, ensuring that meetings and appointments are effectively coordinated.
• Time Management: Anticipate the CEO's needs and proactively manage their time, ensuring they can focus on high-priority tasks.
• Communication Management: Filter and manage incoming communications (emails, phone calls, etc.), responding on behalf of the CEO when appropriate and ensuring efficient communication flow.
• Meeting Preparation: Organize and prepare materials for internal and external meetings, including agendas, presentations, and notes.

Client & Stakeholder Liaison:

• Serve as the first point of contact for key stakeholders, clients, and business partners.
• Maintain relationships with existing clients and ensure prompt and professional responses to their needs.
• Coordinate with key vendors, suppliers, and partners, ensuring the CEO stays informed of ongoing projects and business dealings.
• Draft and manage correspondence with external parties, ensuring a high level of professionalism and accuracy.

Travel & Event Coordination:

• Organize complex travel arrangements for the CEO, including flights, accommodations, ground transportation, and itineraries.
• Coordinate logistics for business trips, conferences, trade shows, and client meetings.
• Organize and manage company events, product launches, or business development workshops, ensuring seamless execution.

Project Management & Reporting:

• Assist the CEO with managing key projects, ensuring deadlines are met, resources are allocated, and progress is tracked.
• Prepare regular reports, presentations, and analysis for senior leadership meetings, summarizing progress on company initiatives.
• Track key business metrics and projects to ensure alignment with strategic objectives.

Document & Data Management:

• Organize and maintain both digital and physical files, ensuring information is up-to-date and easily accessible.
• Prepare, review, and proofread reports, presentations, and other documents to ensure clarity, accuracy, and professionalism.
• Maintain the CEO's filing system, ensuring proper record-keeping and confidentiality.

Team Support:

• Act as a bridge between the CEO and internal teams, facilitating communication and ensuring smooth operations.
• Support the CEO with employee communication, ensuring messages are clear, timely, and aligned with company values.
• Help manage internal operations, including scheduling cross-departmental meetings, preparing agendas, and following up on action items.

Confidentiality & Professionalism:

• Handle sensitive information with a high level of confidentiality and professionalism.
• Ensure discretion in all interactions and document management, representing the CEO and the company in a professional manner at all times.

Additional Responsibilities:

• Provide assistance with ad-hoc projects, tasks, or initiatives as needed.
• Attend leadership meetings, take meeting minutes, and ensure follow-ups on action items.
• Assist in the preparation of executive presentations, reports, and strategic planning documents.

Required Skills & Qualifications:

• Education: Bachelor's degree in Business Administration, Management, or a related field (preferred).
• Experience: Minimum of 2 years of experience in an executive assistant role, preferably in a manufacturing or industrial setting.
• Technical Proficiency: Familiarity with office software (Microsoft Office, Google Workspace), ERP systems, and CRM tools. Knowledge of project management tools like Asana or Trello is a plus.
• Communication Skills: Excellent written and verbal communication skills in English and Hindi (or local language), with the ability to represent the CEO professionally and effectively.
• Organizational Skills: Strong attention to detail, exceptional organizational skills, and the ability to manage multiple priorities in a fast-paced environment.
• Problem-Solving: Strong analytical skills and the ability to anticipate challenges and proactively address them.
• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality at all times.
• Tech-Savvy: Comfort with using a variety of software tools and quick to learn new platforms.
• Work Ethic: Self-motivated, able to work independently, and possess a high degree of initiative.

Desired Qualities:

• Adaptability: Comfortable in a dynamic and evolving work environment.
• Team Player: Ability to work seamlessly with the leadership team and across departments.
• Time Management: Excellent at prioritizing tasks and managing time effectively.
• Customer-Centric: Strong customer focus with the ability to build and maintain professional relationships.
• Proactive: A go-getter who can anticipate the needs of the CEO and the business.

Why Work at Haploos Plyboards Pvt. Ltd.?

• Work with Industry Leaders: Support a visionary CEO and contribute to the growth of a leading company in the plyboard manufacturing sector.
• Growth Opportunities: This position offers significant exposure to the core operations of a rapidly growing company, with ample opportunities for learning and development.
• Impactful Role: Play an essential role in shaping the strategic direction and day-to-day operations of a fast-paced company.
• Collaborative Environment: Join a passionate team committed to excellence, innovation, and sustainability in every aspect of business.

Job Type: Full-time

Pay: ₹25, ₹35,000.00 per month

Work Location: In person

Application Deadline: 28/09/2025

Expected Start Date: 02/10/2025