Executive Assistant

Job Description:

Job Title: Executive Assistant to Managing Director

Location: Ahmedabad, Gujarat

• We are seeking a dedicated and resourceful Executive Assistant to provide comprehensive support to our Managing Director.
• The ideal candidate will have a minimum of 2 years of experience in an executive support role and will demonstrate strong organizational, communication, and problem-solving skills.

Key Responsibilities:

Calendar Management:

• Schedule and prioritize appointments, meetings, and events for the Managing Director, ensuring efficient time allocation.
• Coordinate and manage logistics for meetings, including venue selection, setup, and catering.

Documentation and Reporting:

• Prepare, format, and edit presentations, reports, and other documents to ensure clarity and professionalism.
• Maintain and organize files, both digital and physical, ensuring easy access and compliance with company policies.

Communication Liaison:

• Act as the primary point of contact for internal and external communications, screening calls and emails to prioritize urgent matters.
• Draft correspondence on behalf of the Managing Director, ensuring tone and content are appropriate.

Travel Coordination:

• Organize complex travel itineraries, including flights, accommodations, and transportation, while considering budget constraints and preferences.
• Prepare travel-related documentation and itineraries for the Managing Director.

Project Management:

• Assist in planning and coordinating special projects, tracking deadlines and deliverables to ensure successful completion.
• Monitor progress on action items from meetings and follow up as necessary.

Meeting Support:

• Attend meetings to take minutes, capture key discussions, and follow up on action items.
• Prepare agendas and necessary materials in advance of meetings.

Office Administration:

• Support daily office operations by managing supplies, equipment, and other administrative tasks as needed.
• Maintain a high level of professionalism and confidentiality in all interactions.

Qualifications:

• Bachelor’s degree in any field is required.
• Minimum of 2 years of experience as an Executive Assistant or in a similar administrative role, preferably supporting senior management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools (e.g., Asana, Trello).
• Ability to quickly learn new software and tools as needed.
• Strong verbal and written communication skills, with an ability to engage with diverse stakeholders professionally.
• Excellent relationship-building skills and a team-oriented mindset.

Organizational Skills:

• Strong attention to detail with exceptional organizational and time management abilities.
• Ability to manage multiple priorities and adapt to changing situations with ease.
• Problem-Solving Ability:
• Proactive and resourceful approach to identifying and resolving issues independently.