Executive Assistant To Managing Director

1 week ago

Delhi NCR, India RPJ Holdings Pvt. Ltd. Full time

Job Description:

Executive Assistant with dual reporting to Chairman and Managing Director (MD)

Role Overview:

We are seeking a highly skilled and professional Executive Assistant to provide comprehensive support to the Chairman and MD. The ideal candidate will have exceptional organizational and communication skills, a proactive attitude, and the ability to manage a variety of tasks efficiently and confidentially. This role is pivotal in ensuring the smooth operation of the Chairman and Managing Directors office and requires a high level of discretion, attention to detail, diligent follow up and the ability to handle a dynamic and fast-paced work environment.

Key Responsibilities:

  1. Administrative Support:

  2. Manage and coordinate the Chairman and MDs schedule, including meetings and travel.

  3. Coordinate and facilitate internal and external meetings, events and conferences, including setting up venues, managing logistics, and preparing materials.
  4. Prepare and organize meeting agendas, minutes, and reports, ensuring timely follow-up on action items.
  5. Handle correspondence, including drafting, editing, and prioritizing emails, letters, and other communications.
  6. Serve as primary point of contact between the Chairman and MD and internal/external stakeholders.
  7. Screen and prioritize phone calls, emails, and other communications, addressing issues or routing them to appropriate personnel.
  8. Maintain confidential files, records, and documentation with the utmost discretion.
  9. Manage and coordinate the Chairman and MDs travel, including booking transportation and accommodation, creating itineraries, and managing necessary documentation.

  10. Oversee the day-to-day operations of the Chairman and MD's office and manage office supplies, equipment, and technology in coordination with IT and facilities teams.

  11. Knowledge Curation and Management Information System:

  12. Assist the Chairman and MD in managing projects and initiatives, including research, data analysis, and preparation of presentations and reports.

  13. Track and follow up on the timely submission of various MIS. Conduct detailed data analysis to deliver concise and insightful briefs to Chairman and MD for decision making.
  14. Monitor project progress and deadlines, providing updates and ensuring timely completion of tasks.

Qualifications:

  1. Educational Background:

  2. Bachelor of Commerce and a Masters in Business Administration is preferred.

  3. Experience:

  4. 10 year experience with minimum of 5 years as an executive assistant or in a similar high-level administrative role demonstrating experience in supporting senior executives

  5. Skills and Competencies:

  6. Exceptional organizational and time management skills, with the ability to handle multiple tasks and prioritize effectively.

  7. Excellent written and verbal communication skills, with strong attention to detail.
  8. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software and tools.
  9. Strong problem-solving abilities and a proactive, solution-oriented mindset.
  10. Ability to observe highest level of discretion in dealing with confidential information to ensure privacy of the Chairman and MD's personal and professional information.
  11. Strong interpersonal skills, with the ability to interact effectively with senior executives, staff, and external stakeholders.
  12. Willingness to work outside regular office hours as needed.

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