Executive Assistant

Client of Cygnus Staffing Solutions, A leading Group of Manufacturing Company, Manufacturing Natural Products, Nutritional Products & Spices, Looking for

Executive Assistant / Secretary

Job Summary:

The Executive Secretary will provide comprehensive administrative support to the MD, including managing schedules, coordinating meetings, handling correspondence, and performing various office management tasks. The role demands a proactive, detail-oriented individual who can maintain confidentiality and professionalism at all times.

Key Responsibilities:

1. Administrative Support:

• Manage the MD's calendar, schedule meetings, and appointments.
• Coordinate and prepare materials for meetings, presentations, and reports.
• Organize travel arrangements including flights, accommodations, and itineraries for the MD.
• Draft, review, and manage correspondence, memos, and reports on behalf of the MD.
• Maintain an efficient filing system (electronic and physical) for records and documents.

2.Meeting Coordination:

• Prepare agendas, take minutes, and follow up on action points from meetings.
• Organize and coordinate internal and external meetings, events, and conferences.
• Assist with the preparation of materials for board meetings and other senior management meetings.

3 Communication Management:

• Serve as the point of contact between the MD and internal/external stakeholders.
• Screen and prioritize emails, phone calls, and other communications.
• Relay information and instructions from the MD to relevant parties in a timely and clear manner.

4.Project Management Assistance:

• Assist in the coordination and follow-up of special projects assigned by the MD.
• Monitor project timelines, deadlines, and ensure deliverables are met.

5.Office Management:

• Ensure the office of the MD is organized and functioning efficiently.
• Maintain office supplies and equipment needed for the MD's daily operations.
• Liaise with other departments and external partners as necessary for office operations.

6. Confidentiality:

• Handle sensitive information with the highest level of discretion and confidentiality.
• Safeguard company and executive information.

• 7. Research & Data Gathering:
• Conduct research as required by the MD on various subjects and compile information into concise reports.
• Stay informed on relevant business matters, market trends, and company policies to provide proactive support.

• 8. Expense Management:
• Prepare and process the MD's expense reports.
• Track and manage the MD's budget for business expenses.

Qualifications:

• Bachelor's degree in Business Administration, Secretarial Studies, or a related field.

• Proven experience as an Executive Secretary, Personal Assistant, or similar administrative role, preferably in a corporate environment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.

• Strong organizational and multitasking abilities.

Ability to work under pressure and meet deadlines.

• High level of professionalism and discretion.

Ability to work independently and anticipate the needs of the MD.

Preferred Skills and Attributes:

Time management skills with the ability to prioritize tasks.

Attention to detail and problem-solving skills.

Ability to work in a fast-paced environment.

Familiarity with office management systems and procedures.

Proactive, resourceful, and adaptable.

Work Environment:

This role is typically based in an office setting, but occasional travel may be required to accompany the MD or assist with off-site meetings and events.

Experience:

Candidate should have at least five years of relevant experience and should have handled similar roles.

• Looking for candidates preferably based out of Hyderabad and can join us quickly to fill up the required position.

CTC : Negotiable

Job Location : Banjara Hills, Hyderabad.

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Cygnus Staffing Solutions