Executive Assistant

The Executive Assistant will act as a liaison between the CEO, directors, and management teams, ensuring smooth communication across the board. With a strong focus on judgment, time management, and organizational skills, this individual will handle sensitive information and situations with discretion. The role demands a proactive, resourceful individual who can handle competing priorities and contribute to the Company's overall success through effective support and coordination.

Essential Duties & Responsibilities:

To perform the job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1.) Duties & Responsibilities:

Email and Calendar Management:

● Manage and organize email inbox, ensuring timely response to critical emails.

● Provide a daily summary report of incoming emails.

● File all read emails in the appropriate folders.

● Schedule, reschedule, and manage meetings using Google Calendar.

Phone System Management:

● Screen and handle incoming phone calls efficiently.

● Take accurate messages and deliver them to the relevant individuals.

● Transfer calls as needed to the appropriate departments or individuals.

● Respond to information requests by gathering and providing accurate details.

Meetings Management:

● Pre-Meetings- Send reminders 10 and 5 minutes before scheduled meetings. Confirm participant attendance. Ensure that meeting agendas are attached to invites.

■ During Meetings- Take detailed and organized notes using appropriate note-taking tools (e.g., Google Docs, Evernote, AI, etc.). Ensure all meeting agenda items are addressed in the meeting.

● Post-Meetings- Distribute meeting notes and follow-up tasks to all participants. Schedule follow-up meetings as needed. Organize and store meeting notes in Google Drive under the correct folder.

Presentations and Reports Management:

● Assist with preparing presentations using PowerPoint, Google Slides, Canva, and Figma.

● Create, update, and manage ongoing reports within Netsuite. Google Drive

Organization Management:

● Organize documents by year and subject matter for easy retrieval.

● Ensure all agendas, meeting notes, and related documents are filed in their respective folders.

● Implement consistent file naming conventions for clarity and uniformity.

Recruiting and Employee Management:

● Post job listings on various job boards (Indeed, LinkedIn, PPAI, ASI).

● Screen resumes and maintains an up-to-date list of candidates, including tracking their status in the hiring process.

● Coordinate interview dates and times with candidates and send out calendar invites.

● Assist in the onboarding and offboarding process by preparing email accounts, setting up software, and providing necessary information to employees.

● Maintain a subscription and access tracking spreadsheet for all software and tools employees use. Other Admin Duties, and Tasks:

● Arrange travel and accommodations for executives and staff, including making bookings and managing travel preferences.

● Perform additional ad-hoc duties as assigned by the CEO or Directors (e.i., assisting with special projects, preparing reports, or supporting company events).

● Manage and organize incoming surveys (Excel/Google Sheets), ensuring all data is accurately recorded and reported.

● Administer quarterly surveys via Google Forms and follow up with participants as needed.

2.) Performance Evaluations: Reviews: Quarterly reviews are to be conducted by the CEO using a set of performance metrics.

3.) Competencies: Adaptability, Communications, Dependability, Planning & Organization, Problem Solving, Project Management, English Language, Use of Technology.

Education/Experience: A minimum of 1 or 3 years experience or equivalent combination of education and experience.

Computer Skills: Knowledge of Microsoft Office/Google Suite preferred.

Job Types: Full-time, Permanent

Pay: Up to ₹500,000.00 per year

Benefits:

• Leave encashment
• Paid time off
• Provident Fund

Application Question(s):

• What is your current CTC?
• What is your salary expectations?
• What is your current location?

Experience:

• Executive Assistant: 1 year (Preferred)

Language:

• English (Preferred)

Work Location: In person