Executive Assistant to Director

2 days ago

Malad Mumbai Maharashtra, India Violet Infosystems Private Limited Full time ₹ 2,40,000 - ₹ 4,80,000 per year

Open Position: Executive Assistant to Director

Location: Malad (West), Mumbai

Age criteria: 21 Years to 30 Years

Experience: 1 to 3 Years

Qualification: Any Graduate

Only Mumbai Suburban-based location (Bhayandar to Churchgate) candidates apply for the Position

Overview:

The Executive Assistant at Violet InfoSystems plays a pivotal role in supporting the executive team, ensuring efficient and smooth day-to-day operations of the company. This role demands exceptional organizational skills, the ability to handle sensitive information with discretion, and a strong aptitude for managing complex schedules and administrative tasks.

Key Responsibilities:

Administrative Support:

  • Manage and organize calendars, including scheduling appointments, meetings, and travel arrangements for executives.
  • Handle correspondence, including drafting emails and letters, managing incoming mail, and ensuring timely responses.

Calendar Management of Director:

  • Proactively manage the Director's calendar, balancing strategic priorities and urgent tasks, while ensuring optimal allocation of their time.
  • Coordinate with other departments and external stakeholders to schedule meetings, events, and conferences, ensuring seamless integration into the Director's schedule.
  • Anticipate and resolve scheduling conflicts, and provide reminders for upcoming commitments.

Communication Management:

  • Act as the first point of contact for internal and external stakeholders on matters about the executive team.
  • Coordinate and facilitate communication between departments and external parties, ensuring clarity and efficiency.

Meeting and Event Coordination:

  • Organize and prepare for meetings, including setting agendas, preparing materials, and ensuring technology setup for virtual meetings.
  • Take minutes during meetings and follow up on action items.

Project Management:

  • Assist in managing projects, coordinating with different teams, and ensuring project deadlines are met.
  • Provide support in project-related research and presentation preparation.

Document Management and Reporting:

  • Prepare and edit documents such as reports, memos, and presentations.
  • Maintain a filing system for sensitive and confidential company documents.

Financial Management:

  • Assist with expense reporting and budget tracking for the executive team.
  • Handle invoicing and liaise with the finance department for approvals and processing.

Qualifications and Skills:

  • Proven experience as an executive assistant or similar administrative role.
  • Excellent written and verbal communication skills.
  • Strong organizational and time management skills, with a proven ability to prioritize and handle multiple tasks.
  • Proficiency in Microsoft Office Suite and familiarity with other business tools and software.
  • Discretion and confidentiality are imperative.

Education:

  • Bachelor's degree in business administration, Communications, or related field preferred.

Additional Requirements:

  • Ability to work under pressure and meet tight deadlines.
  • Adaptability to changing business needs and environments.

Job Type: Permanent

Pay: ₹240, ₹480,000.00 per year

Benefits:

  • Provident Fund

Work Location: In person

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