Location: AJL House, Mumbai
Position Overview:
We are seeking a highly professional and proactive Executive Assistant to support the Director. This role involves managing the Directors travel arrangements, schedule, personal affairs, admin jobs for a team of 5, and coordinating with various stakeholders. The ideal candidate will be exceptionally presentable, possess outstanding communication skills, and be available to work around the clock to meet the dynamic needs of the Director.
Key Responsibilities:
- Schedule Management: Efficiently manage the Directors calendar, including scheduling meetings, appointments, and personal engagements. Prioritize and adjust the schedule as needed to accommodate shifting priorities and urgent requests.
- Travel Coordination: Arrange and oversee all aspects of the Directors travel, including flights, accommodations, transportation, and travel itineraries. Ensure all logistics are handled smoothly and any travel-related issues are resolved promptly.
- Personal Assistance: Handle personal tasks and errands for the Director, including managing personal appointments, and coordinating family-related activities.
- Stakeholder Coordination: Act as the primary point of contact between the Director and internal/external stakeholders. Facilitate effective communication, manage requests, and ensure follow-ups on important matters.
- Communication Management: Draft, proofread, and manage correspondence on behalf of the Director. Ensure clear and professional communication with all stakeholders, including emails, phone calls, and meeting notes.
- Event Management: Organize and coordinate events, including meetings, conferences, and social functions. Prepare agendas, take minutes, and ensure all logistical details are handled.
- Administrative Support: Provide comprehensive administrative support for the team, including document preparation, data entry, and maintaining office supplies and their travel. Assist with internal communications and manage administrative tasks to ensure the teams smooth operation.
- Confidentiality and Discretion: Handle sensitive and confidential information with the utmost discretion. Maintain the highest level of professionalism in all interactions.
- Administrative Support: Provide comprehensive administrative support, including document preparation, report generation, and data management. Assist with special projects as needed.
- Availability: Be available 24/7 to support the Directors needs, including handling urgent requests and managing unexpected changes to the Directors schedule.
Qualifications:
- Education: Bachelors degree in Business Administration, Management, or a related field preferred.
- Experience: Minimum of 2 years of experience as an Executive Assistant or in a similar role, preferably supporting senior executives. Experience in a fast-paced or high-demand environment is a plus.
- Skills: Exceptional organizational and time-management skills. Excellent written and verbal communication abilities. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office tools.
- Attributes: Highly presentable with a professional demeanor. Ability to work independently and manage multiple priorities effectively. Strong problem-solving skills and attention to detail.
- Availability: Willingness to work flexible hours, including evenings and weekends, as required to support the Director.
Additional Information:
- Employment Type: Full-time
- Salary: Competitive and commensurate with experience
