Executive Assistant

JobFlip; Mumbai; On-site; INR 450,000 - 550,000; Full time

Job summary

JobFlip is seeking an exceptionally organized Executive Assistant to support the CEO/MD in Mumbai. The role requires discretion, proactive problem-solving, and capable handling of multiple priorities in a fast-paced trading and finance environment.

The successful candidate will manage calendars, travel, communications, meetings, and cross-functional tasks while maintaining meticulous documentation and reports.

Qualifications

• Bachelor's degree in Commerce or Business Administration preferred.
• 35 years of experience as Executive Assistant/Personal Secretary; preferably in trading, finance, NBFC, or BFSI.
• Proficient in MS Office (Excel, PowerPoint, Word, Outlook); ERP/CRM experience is a plus.
• Strong written and verbal communication; excellent organization and time management; high discretion.

Responsibilities

• Calendar & Travel Management: Manage complex calendars, schedule meetings, and coordinate appointments; Arrange domestic/international travel, accommodations, and itineraries; Prepare travel dossiers and ensure smooth logistics.
• Communication & Correspondence: Screen and respond to emails, calls, and inquiries; Draft, proofread, and manage communications; Maintain confidentiality of sensitive information.
• Meeting & Event Coordination: Organize board meetings, investor calls, client presentations, and internal reviews; Prepare agendas, minutes, and follow-up trackers.
• Documentation & Reporting: Maintain filing systems for contracts and reports; Prepare presentations, reports, and MIS dashboards; Assist with compliance documentation.
• Project & Task Management: Track action items and ensure timely closure; Liaise with departments for cross-functional coordination; handle ad-hoc tasks.

Skills

MS Office

Calendar management

Travel management

Secretarial skills

Communication

Education

Bachelor's degree in Commerce/Business Administration

MBA or secretarial course

Tools

ERP/CRM tools

Job description

Position Title: Executive Assistant
Experience: 35 years
Location: Cuff Parade, Mumbai
Reporting To: CEO / MD
position - 2
Salary - upto 5LPA

Role Summary

We are looking for a highly organized and proactive Executive Assistant to provide seamless administrative and secretarial support to senior leadership. The role demands discretion, efficiency, and the ability to manage multiple priorities in a fast-paced trading and finance environment.

Key Responsibilities

• Calendar & Travel Management: Manage complex calendars, schedule meetings, and coordinate appointments; Arrange domestic/international travel, accommodations, and itineraries; Prepare travel dossiers and ensure smooth logistics.
• Communication & Correspondence: Screen and respond to emails, calls, and inquiries on behalf of leadership; Draft, proofread, and manage internal/external communications; Maintain confidentiality of sensitive business and financial information.
• Meeting & Event Coordination: Organize board meetings, investor calls, client presentations, and internal reviews; Prepare agendas, minutes, and follow-up action trackers; Coordinate with internal teams and external stakeholders.
• Documentation & Reporting: Maintain filing systems (physical & digital) for contracts, reports, and statutory documents; Prepare presentations, reports, and MIS dashboards; Assist with compliance documentation and audit support.
• Project & Task Management: Track action items and ensure timely closure of deliverables; Liaise with departments for cross-functional coordination; Handle ad-hoc tasks and special projects as assigned.

Qualifications & Skills

• Education: Bachelor's degree (Commerce / Business Administration preferred); MBA or secretarial course (added advantage).
• Experience: 35 years as an Executive Assistant / Personal Secretary; Preferably in trading, finance, NBFC, or BFSI sector.
• Technical Skills: Proficient in MS Office (Excel, PowerPoint, Word, Outlook); Experience with ERP / CRM tools is a plus.
• Soft Skills: Excellent written and verbal communication; Strong organizational and time-management skills; High discretion, professionalism, and attention to detail; Ability to work under pressure and anticipate leadership needs.