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Executive Assistant - Director

ConfidentialMumbai

9 days ago

Job description

Key Responsibilities :

Calendar & Schedule Management :

Manage and organize executive calendars , schedule meetings , appointments , and travel arrangements efficiently.

Ensure all appointments are appropriately prioritized and executives are prepared for meetings.

Meeting & Event Coordination :

Coordinate internal and external meetings , conferences, and events.

Arrange meeting logistics, ensure venues are booked, and required resources are available (e.g., equipment, refreshments).

Set up conference calls and video conferences , ensuring smooth execution.

Point of Contact :

Act as the point of contact between executives, clients , and internal teams , ensuring clear and timely communication.

Handle phone calls, emails, and other forms of communication efficiently.

Meeting Support :

Prepare meeting agendas , take minutes , and follow up on action items to ensure timely completion.

Ensure all meeting materials are prepared in advance, including presentations and reports.

Expense & Invoice Management :

Support executives with expense reports , timesheets , and invoice tracking .

Ensure all financial documentation is submitted on time and accurately processed.

Document Management :

Organize and maintain emails, reports, and documentation for easy access and retrieval.

Ensure all key documents, reports, and records are maintained in an orderly fashion.

Assist in the preparation of presentations and business reports as needed.

Cross-Department Coordination :

Coordinate with the HR department and other internal teams to ensure smooth operations.

Support the executive team with any additional tasks or projects as required.

Travel Coordination :

Organize and manage travel arrangements for executives, including flight bookings, accommodation, transportation, and itineraries.

Ensure executives have all necessary information and resources for travel.

Additional Administrative Support :

Perform general office duties, such as filing, ordering supplies, and managing executive documentation.

Handle confidential information with discretion and professionalism.

Skills Required

Calendar Management, Meeting Coordination, Travel Arrangements, Email Management, Report Preparation

Executive Assistant • Mumbai