Executive Assistant - Founder's Office

Kinetic Green; Pune District; On-site; INR 300,000 - 600,000; Full time

Job summary

Kinetic Green is seeking an Executive Assistant in Pune District, Maharashtra. This vital role involves managing the founder's schedule and prioritizing tasks, while ensuring effective communication between the founder and stakeholders. The ideal candidate should excel in organizational skills and contribute to various projects and departmental coordination. The position includes supporting meetings, travel arrangements, and document preparation to maintain operational efficiency. Strong communication abilities are essential for success in this role.

Qualifications

• Proven ability to manage multiple tasks efficiently while meeting deadlines.
• Experience in coordinating travel arrangements and executive schedules.
• Adept at preparing documents, reports, and presentations with accuracy.

Responsibilities

• Manage the executive's calendar and schedule appointments effectively.
• Coordinate travel arrangements ensuring smooth logistics.
• Support meetings with agenda preparation and note-taking.
• Maintain accurate records and confidential information.
• Handle special projects and research as assigned.

Skills

Excellent organizational and time management skills

Strong verbal and written communication skills

Knowledge of administrative procedures

Job description

We are seeking an Executive Assistant for our Founder to play a crucial role in streamlining operations and enhancing efficiency within the executive's office. This position involves managing the founder's schedule, ensuring optimal time management, and prioritizing tasks effectively. The Executive Assistant will serve as a key liaison, facilitating communication between the founder and stakeholders. Additionally, the role contributes to organizational goals by undertaking specialized projects and providing support in coordinating and tracking projects to ensure seamless execution.

• Prepare and review documents, reports, and presentations to ensure accuracy, clarity, and professionalism.
• Anticipate the executive's needs and proactively provide support, contributing to their productivity and effectiveness.
• Conduct research and gather information as requested, providing valuable insights and data for decision‑making.
• Continuously strive to meet and exceed customer expectations, delivering high‑quality support and service.
• Prioritize and manage multiple tasks, ensuring deadlines are met and urgent matters are addressed promptly.
• Coordinate with shareholders and Heads of Departments (HODs) to ensure seamless communication and alignment on key business objectives.
• Prepare Minutes of Meetings (MoM), accurately documenting discussions, key decisions, and action items for effective follow‑up and execution.

Key Accountability (i.e. Deliverables, preferably up to 5)

• Efficiently manage the executive's calendar, scheduling appointments and events for optimal time management.
• Coordinate all travel arrangements, ensuring seamless logistics for the executive's trips.
• Provide comprehensive support for meetings, including agenda preparation, minute‑taking, and logistics coordination.
• Manage and maintain accurate records, files, and databases, ensuring data integrity and security.
• Undertake special projects and assignments as directed by the executive, involving research and coordination with various teams or departments.

Skills

• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Knowledge of administrative procedures, including scheduling, travel coordination, and document preparation.

Knowledge

• Knowledge of business etiquette and professional communication standards.
• Awareness of organizational structures and processes.