Executive Assistant

Essar Group; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Essar Group is seeking an experienced executive assistant to provide comprehensive support to senior leadership in Mumbai. The role includes managing complex calendars, preparing presentations, and handling confidential information with discretion.

You will coordinate travel, organize meetings and events, and maintain organized documentation while liaising with internal and external stakeholders to ensure smooth operations.

Qualifications

• Provide executive-level administrative support with confidentiality.
• Organize schedules, meetings, and materials for reports and presentations.
• Coordinate travel, events, and communications with stakeholders.
• Maintain professional standards and manage multiple priorities.

Responsibilities

• Provide day-to-day administrative support to senior executives.
• Proactively manage calendars and avoid scheduling conflicts.
• Organize materials for meetings, presentations, and reports.
• Handle confidential information with discretion.
• Serve as primary contact between executives and stakeholders.
• Screen calls, emails, and route inquiries to appropriate teams.
• Arrange complex travel itineraries and visas as required.
• Organize internal and external meetings and events.
• Coordinate logistics for large-scale events and liaise with vendors.
• Organize and maintain electronic and physical files and documents.
• Assist with ad-hoc projects, track deadlines, and ensure deliverables.

Skills

Calendar management

Communication

Travel coordination

Event planning

Document management

Project coordination

Discretion

Problem solving

Job description

Key Responsibilities:

Executive Support:

• Provide day-to-day administrative support to the senior executive (e.g., CEO, CFO, CIO, etc.), managing schedules, appointments, and meetings.
• Proactively manage the executives calendar, ensuring optimal time management and avoiding scheduling conflicts.
• Organize and prepare materials for meetings, presentations, and reports, ensuring that all necessary documentation is available.
• Handle confidential and sensitive information with the utmost discretion and professionalism.

Communication Management:

• Serve as the primary point of contact between the senior executive and both internal and external stakeholders.
• Screen and manage phone calls, emails, and other communications, prioritizing urgent matters.
• Draft correspondence, including emails, memos, and reports, as required.
• Handle incoming inquiries and route them to the appropriate person or department, ensuring timely responses.

Travel and Logistics Coordination:

• Arrange complex travel itineraries, including flight bookings, hotel accommodations, transportation, and visas as required.
• Coordinate travel schedules and ensure all logistics are in place for business trips.
• Prepare detailed itineraries and ensure smooth execution of travel arrangements.

Event Planning and Coordination:

• Organize internal and external meetings, conferences, and events.
• Coordinate logistics for large-scale events, such as board meetings, investor meetings, and conferences.
• Liaise with vendors and suppliers for event materials, catering, and other arrangements.

Document and File Management:

• Organize and maintain electronic and physical files, records, and documents.
• Ensure all documents are filed in an orderly manner, ensuring quick access when needed.
• Help prepare presentations, reports, and other documents for internal and external use.

Task and Project Management:

• Assist in managing ad-hoc projects and initiatives by tracking deadlines, tasks, and deliverables.
• Follow up with relevant team members to ensure tasks are completed on time and within scope.
• Ensure that key action items are followed through and tracked.

Miscellaneous Administrative Tasks:

• Handle personal errands for the senior executive when required.
• Assist with personal finance administration or family-related matters as needed.
• Maintain a high standard of professionalism while interacting with stakeholders at all levels.
  

Personal Attributes:

• Discretion: Able to manage confidential information with sensitivity and professionalism.
• Proactive: Takes initiative, anticipates needs, and can work independently with minimal direction.
• Detail-Oriented: Ensures tasks are completed with precision and accuracy.
• Adaptability: Able to handle changing priorities and manage time effectively in a fast-paced environment.
• Professionalism: Exhibits a polished and professional demeanor when interacting with executives, clients, and other stakeholders.
• Resourceful: Ability to resolve problems quickly and efficiently, often under time constraints.