Executive Assistant

sasteghar.com; Mohali; On-site; INR 350,000 - 520,000; Full time

Job summary

sasteghar.com is seeking an experienced Executive Assistant to support the CEO from Mohali. The role focuses on daily operations, calendar management, vendor coordination, documentation, and safeguarding confidential information.

The ideal candidate will be mature, organized, proactive, and capable of professional communication across departments, with strong attention to detail and task follow-up.

Responsibilities

• Manage the CEO's calendar, meetings, appointments, and daily schedule.
• Prepare meeting agendas, minutes, reports, and presentations.
• Track important decisions, deadlines, and pending tasks.
• Coordinate with department heads and ensure timely follow-ups.
• Manage official emails, calls, and business correspondence; travel arrangements when required.
• Maintain records and confidential information.

Job description

Department: Executive Office / Administration
Designation: Executive Assistant to CEO
Industry: Real Estate Advisory
Job Location: Sector 68, Mohali, Punjab
Working Days: Wednesday to Monday
Weekly Off: Tuesday
Work Mode: Full-Time, On-Site

Job Summary

We are looking for a mature, organized, and responsible Executive Assistant to support the CEO in daily operations, schedule management, vendor coordination, documentation, and management follow-ups. The ideal candidate should be proactive, professional, detail-oriented, and capable of handling confidential information.

Key Responsibilities

1. Executive & Management Support

• Manage the CEO's calendar, meetings, appointments, and daily schedule.
• Prepare meeting agendas, minutes of meetings, reports, and presentations.
• Track important decisions, deadlines, and pending tasks.
• Coordinate with department heads and ensure timely follow-ups.

2. Vendor Management

• Coordinate with multiple vendors and service providers.
• Obtain quotations, compare proposals, and maintain vendor records.
• Follow up on service delivery, invoices, payments, and pending issues.
• Maintain professional relationships with vendors and negotiate where required.

3. Administrative Operations

• Handle office administration and day-to-day operational requirements.
• Coordinate office maintenance, supplies, and service arrangements.
• Maintain records, files, documents, and confidential information.
• Support internal coordination between departments.

4. Communication & Coordination

• Manage official emails, calls, and business correspondence.
• Communicate instructions and updates from management to relevant teams.
• Follow up on assigned tasks and ensure timely completion.
• Coordinate travel arrangements, bookings, and meetings when required.

5. Reporting & Documentation

• Prepare daily or weekly status reports.
• Maintain trackers for meetings, vendors, expenses, and pending activities.
• Ensure proper documentation and timely submission of records.