Executive Assistant

Chartered Finance Management Private Limited; Mumbai; On-site; INR 600,000 - 1,200,000; Full time

Job summary

Chartered Finance Management Private Limited in Mumbai seeks an experienced Executive Assistant to support the CEO by managing calendars, coordinating meetings, and handling correspondence with discretion. You will organize travel, prepare agendas and minutes, draft professional communications, and ensure smooth executive operations.

The role requires 4–6 years in senior leadership support and a Bachelor’s degree in business administration or related field, with strong MS Office skills.

Qualifications

• Bachelor's degree in business administration or related field.
• 4–6 years of experience as Executive Assistant / Secretary to Senior Leadership.
• High level of discretion and confidentiality.

Responsibilities

• Manage and maintain the CEO's calendar, appointments, and meeting schedules.
• Coordinate internal and external meetings, ensuring timely preparation of agendas, documents, and presentations.
• Handle all incoming communication on behalf of the CEO including emails, calls, and correspondence.
• Draft and prepare professional emails, letters, reports, and presentations for the CEO.
• Organize board meetings, management meetings, and strategic discussions.
• Prepare meeting notes, minutes of meetings, and track action points.
• Maintain organized records and documentation related to executive activities.
• Manage travel arrangements including flight bookings, accommodation, and itineraries.
• Coordinate executive events, client meetings, and corporate engagements.
• Handle sensitive information with strict confidentiality and professionalism.
• Support CEO in managing strategic priorities and administrative tasks.
• Ensure smooth functioning of the executive office.

Skills

Communication

Organization

Discretion

Multitasking

Education

Bachelor's degree in business administration

Tools

MS Office

Word

Excel

PowerPoint

Outlook

Job description

• Manage and maintain the CEO’s calendar, appointments, and meeting schedules.
• Coordinate internal and external meetings, ensuring timely preparation of agendas, documents, and presentations.
• Handle all incoming communication on behalf of the CEO including emails, calls, and correspondence.

Coordination & Communication

• Act as a liaison between the CEO and internal departments, clients, advisors, and external stakeholders.
• Draft and prepare professional emails, letters, reports, and presentations for the CEO.
• Ensure timely follow-up on action items and key deliverables from meetings.

Meeting & Documentation Management

• Organize board meetings, management meetings, and strategic discussions.
• Prepare meeting notes, minutes of meetings, and track action points.
• Maintain organized records and documentation related to executive activities.

Travel & Event Management

• Manage travel arrangements including flight bookings, accommodation, and itineraries.
• Coordinate executive events, client meetings, and corporate engagements.

Confidentiality & Office Management

• Handle sensitive information with strict confidentiality and professionalism.
• Support CEO in managing strategic priorities and administrative tasks.
• Ensure smooth functioning of the executive office.

REQUIRED QUALIFICATIONS & EXPERIENCE

• Bachelor’s degree in business administration or related field.
• 4–6 years of experience as Executive Assistant / Secretary to Senior Leadership.

REQUIRED SKILLS & COMPETENCIES

• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• High level of discretion and confidentiality.
• Ability to multitask and manage competing priorities.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)