Executive Assistant

Job location: Vidyavihar Mumbai

Office time: US/ Night Shift

5 days work from Office

This is a full-time position. The days and hours of work are Monday through Friday (Night Shift)

Evening and weekend work may be required as job duties demand.

About Company

House of Spices is a leading South Asian Food manufacturer and distributor in North America (USA & Canada) and has been delivering pure and quality products for over 50 years with 9 distribution centers throughout North America. We have our own brands and have exclusivity for distributing our partner brands in US / Canada. Our vision is to bring our culture alive through the celebration of authentic ethnic food, flavor and families. Our mission is to provide consumers easy access to all authentic ethnic food and flavors across the North American marketplace with a will to win. Visit www.hosindia.com to know more.

Job Description

The Executive Assistant / Personal Assistant (EA/PA) will be responsible for managing the administrative and operational tasks of the CEO and COO, ensuring smooth and efficient operations of the executive office. This role requires exceptional organizational skills, attention to detail, and the ability to work autonomously in a remote setting.

Essential Functions

1. Manage complex calendars for the CEO and COO, including scheduling meetings, coordinating appointments, and resolving scheduling conflicts.
2. Serve as the primary point of contact for internal and external communications, including emails, phone calls, and correspondence, ensuring timely responses and follow-ups.
3. Arrange and coordinate domestic and international travel arrangements for the CEO and COO, including flights, accommodations, and transportation, while considering preferences and time constraints professional and personal.
4. Prepare agendas, presentations, and meeting materials for executive meetings, attend meetings as needed, and document meeting minutes and action items.
5. Maintain and organize files, documents, and records, ensuring confidentiality and accessibility as needed.
6. Prioritize and manage multiple tasks and projects simultaneously, ensuring deadlines are met and commitments are fulfilled.
7. Process expense reports, track expenses, and reconcile credit card statements for the CEO and COO, ensuring accuracy and compliance with company policies.
8. Assist with special projects and initiatives as assigned by the CEO and COO, providing research, analysis, and administrative support as needed.
9. Build and maintain strong relationships with internal and external stakeholders, including board members, clients, partners, and vendors.
10. Maintain confidentiality and discretion in handling sensitive information, including executive discussions, strategic plans, and personal matters.
11. Building strong professional relationships with Department heads and all other staff.

Qualifications

• Bachelor's degree in Business Administration, Communications, or a related field.
• 5 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting C-level executives.
• Proven ability to work autonomously in a virtual setting, managing multiple priorities and deadlines effectively.
• Ability to work in a fast-paced environment proactively with minimum supervision.
• Position requires diplomacy and discretion.
• High level of professionalism.
• Strong attention to detail.
• Organizational, written and verbal communication skills.
• Flexibility to work during USA shift timings and occasional overtime as needed.
• Proficiency in Microsoft office suite (word, excel, PowerPoint, outlook and teams)
• Proficiency in travel management.