Executive Assistant

Executive Assistant

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Location
Pune I, India.
Contract type
Full time
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The Executive assistant plays a critical role in providing comprehensive administrative and operational support. This position requires exceptional organizational skills, a high level of discretion, effective communication, and the ability to manage multiple tasks and priorities in a fast-paced environment.

The incumbent will play a pivotal role in ensuring the smooth functioning of the office and supporting the overall success of the organization's operations. The successful candidate will demonstrate a high level of professionalism, integrity, and a proactive approach to his/her responsibilities.

Key Responsibilities:

Administrative Support:

  • Manage the calendar, scheduling appointments, meetings, and conferences.
  • Prepare and organize materials for meetings, presentations, and reports.
  • Screen and prioritize incoming e-mails, phone calls, and correspondence.
  • Maintain and update important documents, records, and databases.
  • Identify issues and challenges that require attention and bring them to notice.
  • Propose solutions and take the initiative to address minor issues independently.

Communication:

  • Serve as a liaison between internal and external stakeholders.
  • Coordinate and facilitate communication between different departments and teams.
  • Respond to inquiries and requests.
  • Communicate effectively and professionally in person, via phone, and through written correspondence.

Travel and Logistics:

  • Make travel arrangements including flights, accommodations, and transportation.
  • Prepare travel itineraries and ensure all necessary arrangements are in place.
  • Manage expense reports and reimbursements related to travel and other business expenses.

Confidentiality and Discretion:

  • Handle sensitive and confidential information with the utmost discretion and professionalism.
  • Maintain a high level of confidentiality in all interactions and communications.

Time Management:

  • Prioritize tasks and manage the stakeholders' time efficiently to optimize productivity.
  • Anticipate and proactively address scheduling conflicts and time-sensitive matters.

Qualifications:

  • Bachelor's degree preferred.
  • Proven experience as an executive assistant or in a similar administrative role with 8 to 10 years of relevant experience.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Excellent verbal and written communication skills.
  • Exceptional organizational and time-management abilities.
  • Discretion and a professional demeanor when handling confidential information.
  • Ability to multitask and prioritize tasks effectively.
  • Strong attention to detail and problem-solving skills.
  • Adaptability and flexibility to manage changing priorities and tasks.
  • Experience in project coordination and event planning is a plus.