We are seeking a highly organized, discreet, and proactive Executive Assistant to provide comprehensive support to our Executive Chairman. This pivotal role involves managing a diverse range of administrative, functional, and project-based tasks, ensuring the Chairman's schedule, communications, and projects are handled with utmost efficiency and confidentiality. You'll be instrumental in maintaining seamless operations and facilitating critical business functions.
Key Responsibilities:
- Project Management: Manage multiple projects as assigned by the Chairman, specifically related to the line of business, ensuring timely completion and adherence to objectives.
- Calendar & Travel Coordination: Coordinate the Chairman's calendar, travel arrangements, meetings, and schedule. This includes initiating contact and securing appointments, equipment, and facilities for the Chairman, staff, business partners, and customers as appropriate.
- Meeting Preparation: Work closely with other team members to ensure the Chairman is thoroughly prepared for all meetings, presentations, or other engagements, providing all necessary documents and information.
- Administrative & Functional Support: Handle a wide array of administrative and functional activities, including but not limited to:
- Taking and screening phone calls.
- Maintaining personal and business files.
- Corporate record keeping for multiple entities.
- Note-taking and creating documentation.
- Filing, storage, and retrieval of business and personal activities.
- Financial & Accounting Management: Handle financial and accounting matters for the Chairman with the highest level of confidentiality and discretion.
- Correspondence Management: Prepare and send both business and private correspondence, often drafting letters and documents based on collected information.
- Office Operations Coordination: Coordinate the overall operations of the Chairman's office, encompassing reception duties, document preparation and control, and internal communications.
- Time Management & Information Flow: Conserve the Chairman's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications on their behalf.
- Historical Reference & Record Keeping: Provide historical reference by developing and utilizing efficient filing and retrieval systems, and accurately recording meeting discussions for future reference.
- Special Assignments: Complete various projects and special assignments by establishing clear objectives, determining priorities, managing time effectively, gaining cooperation from others, monitoring progress, problem-solving, and making necessary adjustments to plans.
- Liaison & Reporting: Exhibit flexibility in conducting liaison activities on a need-to-need basis and efficiently collating reports from various departments for the Chairman's review.
Required Skills:
- Excellent communication skills, both written and verbal.
- Proficiency in drafting letters, with a preference for experience in Government correspondence.
- Flexibility in doing liaisoning and collating reports from various departments.
- Highly proficient in MS Office suite (Word, Excel, PowerPoint, Outlook).
- Flexibility in working hours to accommodate the Chairman's schedule.
- Good knowledge of Delhi Geography.
- Ability to manage multiple projects simultaneously.
- Strong organizational skills, including developing and utilizing filing and retrieval systems.
- Exceptional attention to detail and ability to maintain confidentiality.
- Strong interpersonal skills, capable of gaining cooperation from others.
- Problem-solving attitude and ability to make adjustments to plans.
