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21/12 Anupam Madaria
Freelance Recruiter at Phoenix Consultants

Views:144 Applications:0 Rec. Actions:Recruiter Actions:0

Female Executive Assistant To Managing Director (5-8 yrs)

Mumbai Job Code: 38995

Experience - 5 to 8 years

Maximum age -38

Description :

Position Overview : 

The Executive Assistant (EA) to the Chief Executive Officer (CEO) plays a crucial role in supporting the CEO in their day-to-day activities and managing the smooth functioning of the executive office. This position requires exceptional organizational skills, discretion, and the ability to handle highly sensitive and confidential information. The Executive Assistant serves as the primary point of contact between the CEO and internal/external stakeholders, providing critical administrative and logistical support to facilitate effective decision-making and ensure the CEO's time is optimized.

Key Responsibilities :

Calendar Management : 

- Responsible for managing the CEO's calendar, scheduling meetings, appointments, and conference calls with internal and external parties. Prioritize appointments and ensure the CEO is well-prepared for each engagement.

Travel Arrangements : 

- Coordinate complex travel arrangements, including flights, accommodations, ground transportation, and itineraries. Anticipate potential travel-related issues and address them proactively.

Communication : 

- Act as a gatekeeper and manage incoming communications, including emails, phone calls, and other correspondence. Draft, review, and edit communications on behalf of the CEO as necessary.

Meeting Support : 

- Prepare agendas, briefings, and materials for meetings attended by the CEO. Attend meetings when required, take minutes, and follow up on action items.

Relationship Management : 

- Build and maintain strong relationships with key internal and external stakeholders, including board members, executives, clients, partners, and other VIPs.

Confidentiality : 

- Handle sensitive and confidential information with the utmost discretion and professionalism.

Document Management : 

- Organize and maintain important documents, files, and records for the CEO, ensuring easy retrieval and secure storage.

Special Projects : 

- Assist the CEO with special projects, research tasks, and initiatives as assigned.

Event Coordination : 

- Plan and organize corporate events, conferences, and business-related gatherings on behalf of the CEO.

Budget Management : 

- nAssist in monitoring and managing the CEO's budget, including expense reports and reimbursements.

Prioritization and Time Management : 

- Help the CEO prioritize tasks and manage time efficiently to achieve business objectives effectively.

Office Management : 

- Oversee and manage the CEO's office operations, including Supplies, equipment, and facilities.

Requirements :

- Proven experience as an Executive Assistant, Personal Assistant, or similar role Supporting C-level executives.

- Excellent communication and interpersonal skills to liaise with internal and external Stakeholders effectively.

- Strong organizational and time management abilities with acute attention to detail.

- Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.

- Ability to multitask and work under pressure to meet tight deadlines.

- Discretion and confidentiality in handling sensitive information.

- Proactive, resourceful, and able to anticipate the needs of the CEO.

- Adaptability to changing priorities and a dynamic work environment.

- Strong problem-solving skills and the ability to work independently and collaboratively.

- A professional demeanour and a positive attitude.

Education and Experience :

- A bachelor's degree in Business Administration, Management, or a related field is typically preferred. Significant relevant work experience as an executive assistant or in a related role may be considered in lieu of a degree.

- Certifications in executive support or administrative skills are advantageous but not mandatory

Note : Should be a multi-tasker with smart, presentable, excellent communication and written skills.


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