Executive Assistant

Aptech Limited; Mumbai; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Aptech Limited is seeking an Executive Secretary/EA to senior management in Mumbai. The role involves maintaining the Office of the CEO, managing agendas, scheduling meetings, and coordinating travel and expenses with strict confidentiality.

Strong MS Office skills, and excellent English communication are essential to interact with internal and external stakeholders. The successful candidate will handle correspondence, maintain records, and provide proactive administrative support including

Qualifications

• Graduate in any discipline; additional certification in office administration is a plus.
• Proven experience as Executive Secretary / Executive Assistant to Senior Management (CEO/CXO level preferred).
• Outstanding written and verbal communication skills in English.
• Languages: English, Hindi and Marathi preferred.
• Proficient in MS Excel, Word, and PowerPoint.

Responsibilities

• Executive Office & Agenda Management: Maintain and organize the executive office, plan and schedule appointments, meetings, and conferences.
• Correspondence & Communication: Handle correspondence (couriers, phone calls, emails) and manage confidential documents with discretion.
• Travel & Expense Management: Coordinate travel bookings and reimbursements in line with policies.
• Records, Attendance & Office Supplies: Maintain accurate records, attendance, and stock of office supplies.
• General Administrative Support: Prepare presentations, reports, and materials; act as a professional point of contact for stakeholders.

Skills

Communication

Time management

Multitasking

Integrity & discretion

Education

Graduate degree

Office administration certification

Tools

MS Excel

MS Word

PowerPoint

Job description

Role & responsibilities

Executive Office & Agenda Management

• Ensure that the Office of the C-level executives and the executive office is adequately maintained and well-organized.
• Maintain and manage the agenda of the C-level executives, including planning and scheduling appointments, meetings, and conferences.
• Prioritize and coordinate meeting requests, resolve scheduling conflicts, and optimize time utilization for senior leadership.

Correspondence & Communication

• Handle and prioritize all correspondence including couriers, phone calls, and emails (drafting/responding where needed).
• Manage confidential documents and correspondence with utmost integrity and discretion.

Travel & Expense Management

• Coordinate C-level executives travel and travel-related bookings (flights, hotels, transport, itineraries).
• Process C-level executives claims/reimbursements in coordination with Finance, ensuring compliance with policies and timelines.

Records, Attendance & Office Supplies

• Maintain accurate records and files (both physical and electronic) for the Executive Office.
• Maintain C-level executives leave and attendance records.
• Monitor office supplies of the Executive Office and ensure they are adequately stocked at all times.

General Administrative Support

• Provide ad-hoc administrative support to the C-level executives as required, including preparation of presentations, reports, and meeting materials.
• Act as a professional point of contact for internal and external stakeholders interacting with the Executive Office.

Desired Candidate Profile

• Education: Graduate in any discipline; additional certification in office administration, business administration, or related field is a plus.
• Experience: Proven experience as an Executive Secretary / Executive Assistant to Senior Management (CEO/CXO level preferred).
• Communication: Outstanding written and verbal communication skills in English.
• Languages: Proficiency in English, Hindi and Marathi is preferable.
• Technical Skills: Proficient in MS Excel, Word, and PowerPoint.
• Core Competencies:
• Excellent time management and organizational skills.
• Ability to multitask and handle multiple responsibilities/priorities effectively.
• High level of integrity, confidentiality, and professionalism.
• Service-oriented mindset with strong interpersonal skills.

Preferred candidate profile

Any Graduate with a pleasing personality.