Executive Assistant

Advance Career Solutions; Jaipur; On-site; INR 1,200,000 - 2,500,000; Full time

Job summary

Advance Career Solutions seeks a highly organized Executive Assistant to support the Managing Director. The role requires excellent communication, strong time management, and discretion in handling confidential information while managing multiple priorities.

Responsibilities include managing the MD's calendar and travel, coordinating meetings, handling email and calls, preparing presentations and MIS reports, maintaining confidential files, and coordinating with internal teams and external

Qualifications

• Bachelor's degree in Business Administration, Management, Commerce, or related field.
• MBA will be an added advantage.
• 5+ years of experience as an Executive Assistant, Personal Assistant, or Executive Secretary supporting senior leadership.

Responsibilities

• Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.
• Coordinate internal and external meetings, prepare agendas, and record meeting minutes (MOMs).
• Handle email correspondence, phone calls, and official communications on behalf of the MD.
• Prioritize and manage the MD's daily schedule and business commitments.
• Prepare presentations, reports, business documents, and MIS reports.
• Maintain confidential files, records, and sensitive business information.
• Coordinate with internal departments and external stakeholders for timely execution of tasks.
• Follow up on action items and ensure timely completion of assigned deliverables.
• Arrange business travel, hotel bookings, itineraries, and expense reports.
• Assist in preparing business proposals, contracts, and management reports.
• Organize board meetings, client meetings, and company events when required.
• Handle administrative responsibilities and ensure smooth day-to-day office operations.
• Support the MD in strategic initiatives, special projects, and business coordination.

Skills

Communication skills

Organization

Multitasking

Confidentiality

Professionalism

MS Office

Presentation skills

Documentation skills

Stakeholder management

Work under pressure

Deadline-oriented

Analytical skills

Attention to detail

Team coordination

Education

Bachelor's degree in Business Administration/Management/Commerce or related

MBA (preferred)

5+ years of EA/PA or Executive Secretary experience

Tools

Microsoft Office

Job description

We are looking for a highly organized, proactive, and professional Executive Assistant to provide comprehensive support to the Managing Director. The ideal candidate should have excellent communication skills, exceptional time management abilities, and the capability to handle confidential information with integrity. This role requires someone who can manage multiple priorities while ensuring the smooth functioning of the MD's office.

Key Responsibilities

• Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.
• Coordinate internal and external meetings, prepare agendas, and record meeting minutes (MOMs).
• Handle email correspondence, phone calls, and official communications on behalf of the MD.
• Prioritize and manage the MD's daily schedule and business commitments.
• Prepare presentations, reports, business documents, and MIS reports.
• Maintain confidential files, records, and sensitive business information.
• Coordinate with internal departments and external stakeholders for timely execution of tasks.
• Follow up on action items and ensure timely completion of assigned deliverables.
• Arrange business travel, hotel bookings, itineraries, and expense reports.
• Assist in preparing business proposals, contracts, and management reports.
• Organize board meetings, client meetings, and company events when required.
• Handle administrative responsibilities and ensure smooth day-to-day office operations.
• Support the MD in strategic initiatives, special projects, and business coordination.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• High level of professionalism and confidentiality.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Strong presentation and documentation skills.
• Excellent coordination and stakeholder management abilities.
• Ability to work under pressure and meet deadlines.
• Strong analytical and problem-solving skills.
• Attention to detail and accuracy.

Qualifications

• Bachelor's degree in Business Administration, Management, Commerce, or a related field.
• MBA will be an added advantage.
• 5+ years of experience as an Executive Assistant, Personal Assistant, or Executive Secretary supporting senior leadership.

Preferred Candidate Profile

• Experience supporting a Managing Director, CEO, or senior executives.
• Excellent interpersonal and relationship management skills.
• Ability to maintain discretion while handling confidential information.
• Proactive, self-motivated, and solution-oriented.