Executive Assistant

2 weeks ago

Mumbai, Maharashtra, India Pebble Street Hospitality Full time ₹ 5,00,000 - ₹ 12,00,000 per year

Job Title: Executive Assistant

Reports To: Directors

Location: Lower Parel, Mumbai

Job Overview:

Pebble Street Hospitality is seeking an Executive Assistant to provide high-level administrative support to the Directors. This role is crucial in ensuring smooth operations and facilitating communication within the company. Key responsibilities include managing calendars, correspondence, preparing reports, handling confidential information, arranging travel, documenting meetings, and assisting with the directors' personal financial portfolio. The ideal candidate will be organized, adaptable, and have a strong understanding of the hospitality industry

Key Responsibilities:

  • Manage Daily Calendar: Organize meetings, appointments, and engagements for the directors.
  • Communication Liaison: Act as the main point of contact between the directors and internal/external stakeholders.
  • Correspondence: Draft, proofread, and manage emails, letters, and other written communication on behalf of the directors.
  • Meeting & Event Coordination: Plan logistics for board meetings, executive meetings, and company events.
  • Document Preparation: Organize documents, presentations, and reports for the directors.
  • Confidentiality: Handle sensitive information with discretion, ensuring confidential files are well-maintained.
  • Financial Support: Assist with budget preparation, business reports, and financial analysis as needed.
  • Research & Recommendations: Conduct research on business operations and provide strategic recommendations.
  • Problem-Solving: Manage inquiries and escalate issues to the directors as needed.
  • Office Management: Ensure office supplies and the work environment are wellorganized and professional.
  • Special Projects: Provide support for ad-hoc tasks and special projects.
  • Travel Arrangements: Coordinate all travel arrangements for the directors, including flights, accommodations, transport, and visas.
  • Travel Support: Prepare detailed itineraries, anticipate travel needs, and ensure seamless travel experiences.
  • Meeting Documentation: Take accurate minutes during meetings, documenting decisions and action items.
  • Financial Portfolio Management: Oversee the directors' personal financial portfolio, managing investments, budgeting, and payments.
  • Coordination with Financial Professionals: Collaborate with financial advisors and accountants to ensure effective financial management for the directors.

Requirements:

  • Bachelor's degree in Business Administration, Hospitality Management, Finance, or a related field.
  • Minimum of 5 years of experience as an Executive Assistant or in a similar role, preferably within the hospitality or related industries.
  • Exceptional organizational and multitasking abilities, with the ability to prioritize effectively.
    • Strong written and verbal communication skills.
  • High level of discretion and confidentiality when managing sensitive information.
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
  • Familiarity with financial management tools or portfolio tracking is a plus.
  • Excellent interpersonal skills, with the ability to collaborate with senior management and cross-functional teams.
  • Flexibility and adaptability in a dynamic, fast-paced environment.
  • Experience arranging complex international and domestic travel is essential.
  • Ability to take concise and accurate meeting minutes, with a focus on key points and follow-ups.
  • Experience in personal finance management, including handling investments, budgeting, and liaising with financial professionals.

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