Back Office Executive

Millennium Developers; Kalewadi Phata; On-site; INR 279,000 - 391,000; Full time

Job summary

Millennium Developers is seeking a diligent Backoffice Executive in Maharashtra. The role provides comprehensive administrative and executive support to the Managing Director/Director, managing schedules, coordinating meetings, handling confidential correspondence, organizing travel, and maintaining records.

Requires excellent English communication, strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• The candidate should have a Bachelor's degree and strong administrative capabilities.
• Experience supporting senior executives is preferred.
• Excellent written and spoken English and professional presentation skills.
• Ability to manage calendars, meetings, minutes, and confidential documents.

Responsibilities

• Provide day-to-day administrative support to the Managing Director/Director.
• Manage and maintain the executive's calendar, appointments and meeting schedules.
• Coordinate internal and external meetings and prepare agendas.
• Record Minutes of Meetings and follow up on action items.
• Prepare MIS reports and maintain dashboards as needed.
• Organize travel, documentation, and record management for executives.
• Coordinate with multiple departments to ensure timely delivery of reports.
• Maintain confidentiality and integrity in handling sensitive information.
• Draft professional emails, letters, presentations, and reports.

Skills

Executive Assistance

Calendar Management

Meeting Coordination

Minutes of Meeting

Professional Communication

Time Management

Multitasking

Documentation Management

Follow-up & Coordination

Problem Solving

Organizational Skills

Confidentiality & Integrity

Education

Bachelor's Degree

Tools

MS Excel

MS Word

PowerPoint

Outlook

Google Workspace

ERP Software

Zoom / Teams / Meet

Job description

Position

Backoffice Executive

Job Summary

The Backoffice Executive provides comprehensive administrative and executive support to the Managing Director/Director by managing schedules, coordinating meetings, handling confidential correspondence, organizing travel, maintaining records, and ensuring the smooth execution of daily business operations. The role requires excellent communication in english, strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Roles & Responsibilities

Executive Support

• Provide day-to-day administrative support to the Managing Director/Director.
• Manage and maintain the executive's calendar, appointments, and meeting schedules.
• Prioritize appointments and ensure effective time management.
• Coordinate internal and external meetings.

Calendar & Meeting Management

• Schedule meetings, conferences, and appointments.
• Prepare meeting agendas and circulate meeting invites.
• Record Minutes of Meetings (MOM) and follow up on action points.
• Coordinate Monthly Review Meetings (MRM), Quarterly Business Reviews (QBR), and management meetings.

Communication Management

• Screen phone calls, emails, and correspondence.
• Draft professional emails, letters, presentations, and reports.
• Act as the primary point of contact between the executive and internal/external stakeholders.
• Maintain professional communication with clients, consultants, vendors, and government authorities.

Documentation & Record Management

• Maintain confidential files, agreements, contracts, and official documents.
• Organize and update digital and physical records.
• Ensure timely renewal of licenses, registrations, and important documents.
• Maintain executive files with complete confidentiality.

Coordination

• Coordinate with HR, Accounts, Projects, CRM, Sales, Procurement, Legal, and Administration departments.
• Follow up on pending tasks assigned by management.
• Ensure timely submission of departmental reports.
• Track deadlines and ensure timely completion of assigned work.

MIS & Reporting

• Prepare daily, weekly, and monthly MIS reports.
• Maintain management dashboards and trackers.
• Prepare presentations, reports, and business summaries.
• Assist in preparing management review reports.

Office Administration

• Organize meetings, boardrooms, and conference facilities.
• Coordinate with housekeeping and administration for executive requirements.
• Manage office stationery and executive resources.
• Ensure smooth day-to-day office operations.

Confidentiality

• Handle confidential business information with the highest level of integrity.
• Maintain confidentiality of company strategies, financial information, employee records, and management decisions.
• Exercise discretion in all executive matters.

Follow-up & Task Management

• Monitor pending approvals and action items.
• Ensure timely follow-up with internal departments.
• Track project updates and management decisions.
• Prepare daily task lists and status reports for the executive.

Skills Required

• Executive Assistance
• Calendar Management
• Meeting Coordination
• Minutes of Meeting (MOM)
• Professional Communication
• Time Management
• Multitasking
• Documentation Management
• Follow-up & Coordination
• Problem Solving
• Decision Support
• Organizational Skills
• Confidentiality & Integrity

Technical Skills

• MS Excel (Advanced)
• MS Word
• PowerPoint
• Outlook
• Google Workspace
• ERP Software (Preferred)
• Zoom / Microsoft Teams / Google Meet

Qualification

• Bachelor's Degree