Executive Assistant

Job Post for Everisse AI

Job Title: Executive Asssistant

Location: Goregaon, Mumbai

Experience: 3-5 years of experience

About Company

We are a fast-growing fintech startup on a mission to democratize investing in India. Our platform simplifies the process of investing in stocks, mutual funds, and cryptocurrencies by providing expertly curated ideas and a seamless user experience.

Role:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to Director. The ideal candidate will be a trusted partner, capable of managing complex schedules, coordinating travel, handling confidential information, and ensuring the smooth and efficient operation of the executive's office. This role requires exceptional communication skills, a strong sense of discretion, and the ability to anticipate needs and prioritize tasks effectively.

Responsibilities:

Calendar Management:

• Manage and maintain the executive's complex calendar, scheduling appointments, meetings, and travel arrangements.
• Proactively resolve scheduling conflicts and prioritize appointments based on urgency and importance.
• Prepare and distribute meeting agendas and materials.

Travel Coordination:

• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Prepare detailed travel itineraries and manage travel-related expenses.
• Handle visa applications and other travel-related documentation.

Communication and Correspondence:

• Screen and prioritize incoming emails, phone calls, and correspondence.
• Draft and prepare professional emails, letters, and reports.
• Act as a liaison between the executive and internal/external stakeholders.

Meeting Support:

• Organize and coordinate meetings, including booking meeting rooms, arranging catering, and preparing presentations.
• Take accurate meeting minutes and follow up on action items.
• Prepare PowerPoint presentations.

Expense Management:

• Process and reconcile expense reports, ensuring accuracy and adherence to company policies.
• Manage and track budgets related to travel and other executive expenses.

Confidentiality and Discretion:

• Handle highly confidential information with utmost discretion and professionalism.
• Maintain the security and confidentiality of all executive-related documents and communications.

Project Management:

• Assist with special projects and initiatives as assigned.
• Conduct research and compile data to support executive decision-making.

Office Administration:

• Maintain organized filing systems, both physical and electronic.
• Order and manage office supplies.
• Perform other administrative tasks as needed.

Technical / AI Skills:

• Working knowledge of AI tools (ChatGPT, Notion AI, Perplexity).
• Familiar with Google Sheets, Excel, PowerPoint, and dashboards.
• Basic understanding of project or task management tools (Trello, Notion, Asana).
• Exposure to CRM tools (Zoho preferred) or digital workflows is an advantage.

Qualifications:

• Bachelor's degree in business administration.
• Minimum of 3 years of experience as an Executive Assistant supporting senior-level executives.
• Proven ability to manage complex schedules and coordinate travel arrangements.
• Excellent communication, interpersonal, and organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and accuracy.
• Ability to work independently and prioritize tasks effectively.
• Ability to handle confidential information with discretion.
• Problem solving skills.
• Ability to work well under pressure.

Personality Traits

• Dynamic and fast learner able to adapt to new tools and workflows quickly.
• Strong ownership and follow-up discipline.
• Calm under pressure, precise in communication.
• Comfortable interacting with senior leadership and external partners.