Executive Assistant

Weekday; Mumbai; On-site; INR 250,000 - 300,000; Full time

Job summary

Weekday is seeking an Executive Assistant to provide comprehensive administrative and executive support to the Founder in Mumbai. The role demands excellent communication, time-management, coordination, and the ability to handle confidential information with discretion.

You will manage the Founder's calendar and communications, arrange travel, prepare meeting materials, and support special projects. The position requires proactive problem-solving, strong organisation, and the ability to work

Qualifications

• Excellent organisational, planning, and time-management skills.
• Strong written and verbal communication abilities.
• High attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong interpersonal and stakeholder management skills.
• Proactive approach to problem-solving and anticipating executive requirements.
• Professionalism, discretion, and the ability to handle confidential information.
• Ability to work independently while coordinating effectively with different teams.

Responsibilities

• Calendar and Schedule Management: Efficiently manage the Founder's calendar, coordinate appointments, and prioritise meetings based on business requirements.
• Communication and Stakeholder Coordination: Draft, edit, and proofread emails, memos, presentations, and other business documents on behalf of the Founder.
• Travel and Meeting Management: Plan and coordinate detailed travel itineraries, including flights, accommodation, and ground transportation.
• Administrative and Operational Support: Manage expense reports, reimbursements, invoices, and other financial and administrative documentation.
• Confidentiality and Discretion: Maintain strict confidentiality when handling sensitive business and personal information.
• Required Skills and Competencies: Proactive approach to problem-solving and anticipating executive requirements.

Job description

This role is for one of Weekday’s clients
Salary range: Rs 250000 - Rs 300000 (ie INR 2.5 - 3 LPA)

Min Experience: 3+ years
Location: Mumbai, Maharashtra, India
JobType: full-time

We are looking for a highly organised, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and executive support to the Founder. The role requires excellent communication, time-management, coordination, and problem-solving skills, along with the ability to handle sensitive information with complete confidentiality.

The ideal candidate will act as a trusted point of contact, ensuring the Founder's schedule, communications, meetings, travel arrangements, and administrative responsibilities are managed efficiently. You will also support special projects, conduct research, and help streamline day-to-day operations.

Key Responsibilities

Calendar and Schedule Management

• Efficiently manage the Founder's calendar, coordinate appointments, and prioritise meetings based on business requirements.
• Anticipate scheduling conflicts and proactively resolve them to ensure effective time management.
• Ensure the Founder is well-prepared for meetings by organising relevant documents, background information, and briefing materials.
• Coordinate internal and external meetings while maintaining an organised and updated schedule.

Communication and Stakeholder Coordination

• Act as the primary point of contact between the Founder and internal and external stakeholders.
• Draft, edit, and proofread emails, memos, presentations, and other business documents on behalf of the Founder.
• Manage incoming communications, including phone calls and emails, with professionalism and discretion.
• Facilitate clear and timely communication between the Founder and relevant stakeholders.

Travel and Meeting Management

• Plan and coordinate detailed travel itineraries, including flights, accommodation, and ground transportation.
• Ensure travel arrangements align with the Founder's preferences, schedule, and business priorities.
• Prepare meeting agendas, briefs, and supporting documents.
• Attend meetings when required, record key discussions and decisions, and track follow-up actions to ensure timely completion.

Administrative and Operational Support

• Manage expense reports, reimbursements, invoices, and other financial and administrative documentation.
• Handle personal tasks, appointments, and errands for the Founder as required.
• Coordinate with team members to support special projects, business initiatives, and operational activities.
• Conduct research, gather relevant information, and prepare summaries or reports as requested by the Founder.

Confidentiality and Discretion

• Maintain strict confidentiality when handling sensitive business and personal information.
• Manage confidential documents, communications, and records with professionalism and discretion.
• Exercise sound judgement when dealing with sensitive matters and high-priority requests.

Required Skills and Competencies

• Excellent organisational, planning, and time-management skills.
• Strong written and verbal communication abilities.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and work in a fast-paced environment.
• Strong interpersonal and stakeholder management skills.
• Proactive approach to problem-solving and anticipating executive requirements.
• Professionalism, discretion, and the ability to handle confidential information.
• Ability to work independently while coordinating effectively with different teams.