Executive Assistant to Chief Executive Officer

2 days ago

Rajkot, Gujarat, India Ivaan Jewellery Private Ltd Full time ₹ 12,00,000 - ₹ 24,00,000 per year

Job Title: Executive Assistant to CEO

Department: Admin

Location: HO, Mumbai

Experience required: 5–7 years

Reports To: Chief Executive Officer (CEO) & Director

Job Summary:

The Executive Assistant to the CEO will provide high-level administrative, strategic, and operational support to the CEO. The role requires strong organizational skills, attention to detail, discretion in handling confidential matters, and the ability to coordinate across departments to ensure the smooth functioning of the CEO's office.

Key Roles and Responsibilities:

1. Executive Support:

  • Manage the CEO's calendar, schedule meetings, appointments, and travel itineraries efficiently.
  • Generating all the requested reports and presenting to CEO Office.
  • Prepare and organize daily briefings and agendas for the CEO.
  • Handle all correspondence (emails, letters, and memos) on behalf of the CEO, ensuring timely responses.
  • Take minutes during meetings and ensure timely follow-ups on action points.

2. Communication & Coordination:

  • Act as the primary point of contact between the CEO and internal/external stakeholders.
  • Ensure effective communication flow within departments for approvals, updates, and project progress.
  • Draft professional communications, reports, and presentations as per the CEO's instructions.

3. Strategic & Operational Support:

  • Assist the CEO in monitoring key business initiatives, deadlines, and deliverables.
  • Conduct research and prepare analytical reports or summaries to support decision-making.
  • Coordinate with departmental heads for updates, project reviews, and performance tracking.

4. Travel & Event Management:

  • Plan and organize national/international business trips, accommodations, and logistics for the CEO.
  • Coordinate executive meetings, board meetings, conferences, and events.
  • Ensure all related documentation, materials, and presentations are ready beforehand.

5. Confidentiality & Discretion:

  • Handle sensitive and confidential information with the utmost professionalism.
  • Maintain confidentiality in all matters related to company strategy, personnel, and finances.

6. Administrative Efficiency:

  • Manage expense reports, reimbursements, and financial documentation related to the CEO's office.
  • Maintain organized records, files, and documents.
  • Ensure the CEO's office runs efficiently and professionally at all times.

7. Relationship Management:

  • Build and maintain strong professional relationships with clients, partners, and vendors.
  • Represent the CEO's office in a professional and courteous manner.

Skills and Competencies:

  • Excellent written and verbal communication skills in English.
  • Strong organizational and multitasking abilities.
  • High level of professionalism, integrity, and confidentiality.
  • Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) & acqutancy CRM and ERP system.
  • Strong time management and problem-solving skills.
  • Ability to work under pressure and meet deadlines.

Educational Qualification:

  • Bachelor's degree in Business Administration, Management, or a related field.
  • MBA or equivalent qualification will be an added advantage.

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