Executive Assistant

Recex Pvt Ltd.; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Recex Pvt Ltd. is seeking an Executive Assistant to provide high-level administrative support to the senior leadership team in Mumbai. The role demands exceptional organization, discretion, and strong communication to manage calendars, travel, meetings, and confidential information.

You will coordinate internally with departments and external partners, prepare presentations and reports, and help ensure smooth operations across the organization amid a fast-paced environment.

Qualifications

• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time-management abilities.
• Proficiency in MS Office, particularly Excel, PowerPoint, Word, and Outlook.

Responsibilities

• Calendar & Schedule Management: Manage the executive’s calendar, appointments, meetings, and travel schedules efficiently.
• Meeting Coordination: Organize internal and external meetings, prepare agendas, record minutes of meetings (MoM), and follow up on action items.
• Communication Management: Handle emails, phone calls, correspondence, and communication on behalf of the executive.
• Travel Arrangements: Coordinate domestic and international travel, including flights, hotels, itineraries, and expense management.
• Executive Support: Assist in preparing presentations, reports, business documents, and management summaries.
• Stakeholder Coordination: Liaise with internal departments, clients, business partners, vendors, and other senior stakeholders.
• Confidentiality: Handle sensitive business information and executive communications with the highest level of discretion.
• Follow-up & Task Management: Track important assignments, deadlines, and commitments to ensure timely execution.
• Administrative Management: Maintain records, manage expense claims, process invoices, and support other executive-level administrative requirements.
• Event & Business Coordination: Support leadership meetings, corporate events, conferences, and business visits.
• Special Projects: Assist the executive with research, presentations, data compilation, and special assignments as required.

Skills

Communication

Organizational skills

Multitasking

Time management

Stakeholder management

Confidentiality

Travel coordination

Meeting coordination

Presentation skills

Problem solving

Attention to detail

Tools

MS Office

Job description

Job Summary

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative and executive support to the senior leadership team. The ideal candidate should have excellent communication skills, strong coordination abilities, sound judgment, and the ability to manage confidential information while handling multiple priorities in a fast-paced business environment.

Key Responsibilities

• Calendar & Schedule Management: Manage the executive’s calendar, appointments, meetings, and travel schedules efficiently.

• Meeting Coordination: Organize internal and external meetings, prepare agendas, record minutes of meetings (MoM), and follow up on action items.

• Communication Management: Handle emails, phone calls, correspondence, and communication on behalf of the executive.

• Travel Arrangements: Coordinate domestic and international travel, including flights, hotels, itineraries, and expense management.

• Executive Support: Assist in preparing presentations, reports, business documents, and management summaries.

• Stakeholder Coordination: Liaise with internal departments, clients, business partners, vendors, and other senior stakeholders.

• Confidentiality: Handle sensitive business information and executive communications with the highest level of discretion.

• Follow-up & Task Management: Track important assignments, deadlines, and commitments to ensure timely execution.

• Administrative Management: Maintain records, manage expense claims, process invoices, and support other executive-level administrative requirements.

• Event & Business Coordination: Support leadership meetings, corporate events, conferences, and business visits.

• Special Projects: Assist the executive with research, presentations, data compilation, and special assignments as required.

Required Skills & Competencies

• Excellent verbal and written communication skills.

• Strong organizational, multitasking, and time-management abilities.

• Proficiency in MS Office, particularly Excel, PowerPoint, Word, and Outlook.

• Excellent calendar management, travel coordination, and meeting management skills.

• Professional etiquette and the ability to interact confidently with senior leadership and external stakeholders.

• Strong problem-solving skills, attention to detail, and a proactive approach.

• High level of integrity and confidentiality.

• Ability to work under pressure and manage changing priorities.

• Strong follow-up, coordination, and stakeholder management skills.

Preferred Candidate Profile

• Prior experience supporting a CEO, MD, Chairman, Founder, or CXO.

• Exposure to board meetings, management presentations, business reviews, and senior-level stakeholder coordination.

• Candidates with strong executive presence, professional maturity, and excellent communication skills will be preferred.