Executive Assistant

Job Description

Job Details

Entity Name

Mayfair Housing

Position /Role

Executive Assistant

Department

CEO

Reporting to

CEO / Director

Location

Andheri West

Mgmt. Level

Mid-Level

Job Purpose

The Executive Assistant is responsible for providing high level administrative support to top management, ensuring seamless day-to-day operations, and maintaining confidentiality and discretion. This role requires exceptional organizational, communication, and problem-solving skills.

Roles and Responsibilities

Key Responsibilities

Administrative Support

• Provide high level administrative support to top management.
• Manage complex calendars, schedule appointments, and coordinate travel arrangements.
• Handle correspondence, emails, and phone calls on behalf of top management.

Communication and Correspondence

• Handle internal and external communications on behalf of top management.
• Prepare and edit correspondence, reports, and presentations.
• Ensure timely and effective communication with stakeholders.

Event Planning and Management

• Plan and coordinate events, meetings, and conferences.
• Manage event logistics, including venue selection, catering, and audiovisual equipment.
• Ensure successful execution of events and meetings.

Data Management and Analysis

• Manage and analyse data to support business decisions.
• Prepare reports, spreadsheets, and presentations to support business operations.
• Ensure data accuracy and integrity.

Problem Solving and Troubleshooting

• Troubleshoot issues and provide solutions to support business operations.
• Develop and implement effective solutions to resolve issues.

Special Projects

• Manage special projects and initiatives as assigned by top management.
• Conduct research, analyse data, and prepare reports to support project objectives.
• Ensure successful execution of special projects and initiatives.

Confidentiality and Discretion

• Maintain confidentiality and discretion when handling sensitive information.
• Ensure secure storage and disposal of confidential materials.
• Adhere to organizational policies and procedures for confidentiality and data protection.

Team Support

• Provide support to team members as needed.
• Assist with training and onboarding new team members.
• Foster a positive and collaborative team environment.

Key Performance Indicator

1. Administrative Support Quality

2. Scheduling and Coordination Efficiency

3. Communication and Correspondence Effectiveness

4. Confidentiality and Discretion Maintenance

5. Event Planning and Management Success

6. Data Management and Analysis Accuracy

7. Problem-Solving and Troubleshooting Effectiveness

8. Special Project Management Success

9. Stakeholder Satisfaction

10. Continuous Learning and Professional Development

Key Stake Holders to manage

Internal Stakeholders

• Top management
• Department Heads
• Team Members

External Stakeholders

• Clients
• Vendors
• Partners

Other Stakeholders

• Board of Directors
• Shareholders
• Industry Associations

Qualification, Knowledge, Skills and Experience Required

&

Key Behavioural Competencies

Qualification

• Bachelor's degree in business administration, Communications, or related field.

Knowledge

• Business operations and management principles
• Administrative procedures and protocols
• Communication and interpersonal skills
• Event planning and management principles
• Data management and analysis techniques

Skills

• Excellent verbal and written communication skills
• Strong analytical and problem-solving skills
• Proficient in financial modelling and forecasting tools
• Excellent organizational skills and attention to detail
• Ability to work in a fast-paced environment

Experience

• Minimum 3-4 years of experience as an executive assistant or in a related role.
• Experience in handling multiple projects and coordinating with government agencies.
• Proven track record of obtaining statutory approvals and managing regulatory compliance.

Key Behavioural Competencies

• Discretion and Confidentiality: Ability to maintain confidentiality and discretion when handling sensitive information.
• Communication and Interpersonal Skills: Ability to communicate effectively with executives, staff, and external parties.
• Organizational and Time Management Skills: Ability to prioritize tasks, manage time, and meet deadlines.
• Problem-Solving and Troubleshooting: Ability to troubleshoot issues and provide solutions to support business operations.
• Adaptability and Flexibility: Ability to adapt to changing situations and priorities.
• Professionalism and Integrity: Ability to maintain a professional demeanour and attitude.
• Teamwork and Collaboration: Ability to work independently and as part of a team.