Executive Assistant To Unit Head - Chennai

AnandRathi; Chennai District; On-site; INR 450,000 - 650,000; Full time

Job summary

AnandRathi in Chennai seeks an executive assistant to manage the calendar, meetings, travel, and daily schedule for the executive team.

You will coordinate travel, handle documentation for taxation and expenses, maintain records, and ensure timely follow-up on commitments. The role requires strong MS Office skills, discretion with confidential information, and the ability to work independently in a fast-paced environment.

Qualifications

• Excellent organisational and time-management skills.
• Strong communication and coordination abilities.
• Excellent follow-up and multitasking capabilities.
• Proficiency in MS Office, especially Word, Excel, PowerPoint & Outlook.
• Attention to detail and maintaining accurate records.
• Ability to handle confidential information with discretion.
• Ability to work independently and take initiative.

Responsibilities

• Manage and maintain the Executives calendar, appointments, meetings, and daily schedule.
• Coordinate and schedule meetings, ensuring all necessary arrangements are in place.
• Attend meetings when required and provide necessary administrative and coordination support.
• Manage day-to-day activities and ensure timely follow-up on important commitments and requirements.
• Prioritise and coordinate multiple tasks efficiently.
• Maintain records related to taxation, bills, expenses, and other financial documents.
• Process bills, invoices, expense claims, and reimbursements in a timely manner.
• Plan and coordinate travel arrangements for the Executive, including itineraries and stay arrangements.

Skills

Organisational skills

Time management

Communication & coordination

Multitasking

MS Office proficiency

Attention to detail

Confidentiality

Initiative

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

CALENDAR & EXECUTIVE MANAGEMENT

• Manage and maintain the Executives calendar, appointments, meetings, and daily schedule.


• Coordinate and schedule meetings, ensuring all necessary arrangements are in place.


• Attend meetings when required and provide necessary administrative and coordination support.


• Manage day-to-day activities and ensure timely follow-up on important commitments and requirements.

Prioritise and coordinate multiple tasks efficiently

TAXATION, EXPENSES & RECORD MANAGEMENT

• Maintain accurate and organised records related to taxation, bills, expenses, and other financial documents.


• Process bills, invoices, expense claims, and reimbursements in a timely manner.


• Maintain records and documentation for various policies and insurance-related matters.


• Track policy and premium renewal dates and ensure timely follow-ups and payments.


• Ensure all relevant documents and records are properly maintained and readily accessible.

COORDINATION & FOLLOW-UPS

• Follow up on pending tasks, meetings, deliverables, and important requirements.


• Provide administrative and operational support to the team as required.


• Ensure effective communication and smooth coordination between the Executive and relevant team members.


• Take ownership of assigned tasks and ensure timely completion.

TRAVEL & STAY MANAGEMENT

• Plan and coordinate travel arrangements for the Executive for business meetings and official engagements.


• Arrange flights/trains, accommodation, local transportation, and other travel requirements.


• Prepare and maintain detailed travel itineraries and related documents.


• Coordinate changes or last-minute requirements to ensure seamless travel.


• Manage all travel and stay arrangements with attention to convenience, timelines, and cost-effectiveness.

KEY SKILLS

• Excellent organisational and time-management skills.


• Strong communication, coordination, and interpersonal skills.


• Excellent follow-up and multitasking abilities.


• Proficiency in MS Office, particularly Word, Excel, PowerPoint, and Outlook.


• Strong attention to detail and ability to maintain accurate records.


• Ability to handle confidential and sensitive information with discretion.


• Ability to work independently, anticipate requirements, and take initiative.