EA To Co-Founder

1 week ago

Gurgaon, Haryana, India Smartworks Full time

Note - We are an alternate Saturdays' half-day working organization.

Position Goals & Objectives: We are seeking a proactive, highly organized, and professional Executive Assistant to provide comprehensive administrative support to the Co-founder. The ideal candidate will be an excellent problem-solver who anticipates needs, manages the day-to-day workflow, and ensures the smooth operation of the executive office.

Key responsibilities

  • Calendar and schedule management: Coordinate and manage a complex and extensive calendar, including prioritizing inquiries and scheduling appointments and meetings. Act as a gatekeeper to protect the executive's time for high-priority tasks.
  • Communication: Serve as the primary point of contact and liaison between the executive, internal staff, external partners, and clients. Manage correspondence, including screening phone calls and drafting and proofreading emails, memos, and reports.
  • Travel and logistics: Plan and coordinate comprehensive travel itineraries, including booking flights, accommodation, and transportation.
  • Meetings and events: Prepare and distribute meeting agendas, reports, and presentations. Record and distribute meeting minutes and follow up on action items to ensure deadlines are met. Assist with planning and executing corporate events and meetings.
  • Information management: Create and maintain an organized filing system for all electronic and physical documents. Handle confidential information with the utmost discretion and integrity.
  • Administrative tasks: Complete expense reports, prepare reports and presentations, and handle other general administrative duties.
  • Special projects: Assist with special projects and initiatives by conducting research, compiling data, and collaborating with different departments as needed.

Required qualifications and skills

  • 6+ years of experience as an Executive Assistant reporting to MD/Director/CEO.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and experience with calendar management software and other productivity tools.
  • Exceptional organizational and time-management skills, with the ability to prioritize and manage multiple projects simultaneously.
  • Outstanding written and verbal communication skills, with a professional demeanor.
  • High level of discretion and the ability to handle confidential information with integrity.
  • A proactive and adaptable approach to problem-solving.

Preferred qualifications

  • A bachelor's degree in business administration or a related field.
  • Experience in overseeing budgets or preparing financial reports.

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