Executive Assistant

RECEX Pvt. Ltd.; Kolkata District; On-site; INR 350,000 - 700,000; Full time

Job summary

RECEX Pvt. Ltd. is seeking a proactive Executive Assistant (EA) to support management in both professional and personal tasks.

The role requires excellent organization, follow-up capability, and the ability to manage tasks across office and household domains. The EA will handle coordinating meetings, document management, calendar scheduling, and communications with internal and external stakeholders, while ensuring discretion and professional conduct.

Qualifications

• Experience in an executive support role preferred.
• Proficiency in MS Office (Excel, Word, PowerPoint).
• Strong written and verbal communication.
• Highly organized with attention to detail.
• Ability to manage multiple tasks and projects with accuracy.
• Proactive problem-solving mindset.
• Strong time-management and prioritization skills.

Responsibilities

• Follow-ups & Coordination: Ensure timely follow-up on tasks, meetings and commitments; track progress and provide updates.
• Administrative Support: Organize documents, prepare/edit presentations and reports; manage emails, calls and calendars.
• Household Management: Handle AMC contracts for home and office; oversee repairs and maintenance; manage inventories.
• General Support: Assist with personal tasks, travel arrangements and record-keeping for office and personal commitments.
• Communication & Liaison: Manage calls/visitors, liaise with stakeholders, handle confidential matters.

Skills

MS Office

Communication skills

Organized

Time management

Problem solving

Executive support experience

Multitasking

Job description

Job Description: Executive Assistant (EA)

Position Overview:

We are seeking a proactive, detail-oriented, and highly organized Executive Assistant (EA) to support the management in both professional and personal tasks. The ideal candidate will possess strong follow-up skills, exceptional organizational abilities, and the capacity to manage multiple responsibilities across both office and household domains. This position requires a dependable individual capable of managing a wide range of tasks with precision and efficiency.

Key Responsibilities:

1. Follow-ups & Coordination:

   • Ensure timely follow-up on all tasks, meetings, and commitments for the executive.
   • Track progress on various projects and assignments, maintaining updates and reminders to ensure deadlines are met.
   • Provide regular reports on ongoing tasks and meetings for internal updates.

2. Administrative Support:

   • Organize and maintain all documents, files, and records in a systematic manner.
   • Assist in the creation and editing of presentations, spreadsheets, and reports, ensuring they are of the highest quality.
   • Handle emails, phone calls, and correspondence with professionalism and promptness.
   • Provide support in managing daily office tasks such as scheduling meetings, managing calendars, and coordinating activities.

3. Household Management:

   • Manage Annual Maintenance Contracts (AMCs) for both home and office, ensuring timely renewals and effective coordination with vendors (e.g., electricians, plumbers, carpenters, etc.).
   • Oversee and supervise repair and maintenance tasks, ensuring quality work and prompt resolution of any issues.
   • Maintain an organized inventory of all maintenance services and equipment.

4. General Support:

   • Assist with personal tasks including scheduling appointments, arranging travel, and managing personal purchases.
   • Maintain an organized record of completed tasks and pending assignments for both office and personal commitments.
   • Act as a trusted resource for any additional ad hoc tasks as needed by the executive.

5. Communication & Liaison:

   • Serve as the first point of contact for calls, visitors, and inquiries, ensuring appropriate direction and response.
   • Liaise with both internal and external stakeholders to ensure smooth communication and operations.
   • Handle sensitive and confidential matters with discretion.

Skills & Qualifications:

• Proficiency in MS Office (Excel, Word, PowerPoint).
• Strong verbal and written communication skills.
• Highly organized with excellent attention to detail.
• Capable of handling multiple tasks and projects simultaneously while maintaining accuracy and efficiency.
• Problem-solving mindset with a proactive and positive approach to tasks.
• Previous experience in a similar executive support role is preferred.
• Strong time-management skills and ability to prioritize effectively.

Key Notes:

An Annual Maintenance Contract (AMC) is a service agreement with a service provider for routine maintenance and repair of home or office equipment and systems. The EA will ensure that the AMC details are maintained, renewals are timely, and necessary repairs are promptly arranged and executed to ensure optimal operation of assets and facilities.