Job Description:

As an Executive Assistant, you will consult with and assist companies’ executives on a range of secretarial and administrative tasks. Your duties will include working on a one-to-one basis and perform assignments related to executive’s working life and communication. We expect you to be competent, organised and able to fulfil your tasks in a timely manner.

You will have various tasks as broadly defined into five categories.

Research and Information Preparation:

  • Prepare reports, presentations and briefs based on the requirement
  • Preparing and formatting this information for internal and external distribution.

Schedule Management:

  • Arrange and provide reminders for meetings, appointments, board meetings, conferences etc.
  • Help executives with travel arrangements.
  • Support executives with maintaining their agenda and keep minutes.
  • Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.

Correspondence Management:

  • Administer calls, messages and daily correspondence.
  • Manage all outgoing or incoming correspondence including e-mail, letters, packages etc.

Records Management:

  • Organise invoices & financial statements and monitor book-keeping activities.
  • Manage electronic and paper records ensuring information is organized and easily accessible.
  • Manage confidential documents ensuring they remain secure.
  • Create and maintain an efficient documentation and filing system.

Office Management:

  • Review technical supply inventory and build relations with suppliers.
  • Finance related tasks of coordinating with the finance team, making payments to vendors.
  • Keeping up with office supply inventory and other utility payments.
  • Managing the admin and support staff.

Education/Work Experience Requirements:

  • Graduation or MBA
  • Min of 1 year experience in a similar profile with strong organisational skills that reflect the ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners.
  • Demonstrate a proactive approach to problem-solving with strong decision-making capability
  • Emotional maturity & a highly resourceful team-player with the ability to be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands.

Must Have:

  • Excellent written and oral communication skills.
  • Good Knowledge of Microsoft Office
  • Time management & Multitasking
  • Problem-solving: Quickly defines complex and ambiguous problems, pinpoints key issues and develops workable solutions.
  • Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude
  • Tech savvy: Handy tools to maintain 'To do list'

Nice to have:

  • Experience of supporting more than one executive at a time.

Location: Bengaluru, India