Hiring For Leading Companies -Executive Assistant

Job Description:

Profile summary:
We are looking for a resourceful, flexible and enthusiastic individual; who is self-motivated, passionate,
hardworking, talented, driven; a diligent support executive to assist and work directly with the
Founding team. This is a high-impact high-responsibility & a multi-tasking role; with responsibilities for
coordinating across many areas of the business, assisting with certain high-focus projects, and
facilitating important external and internal relationships.
Role and Responsibilities:
• Candidates must be exceptionally organized, with self-initiative for identifying, recording,
prioritizing, and accomplishing a wide variety of tasks. Typical role responsibilities will be as
follows:
• Support senior leadership for day-to-day business operations, in a most effective, efficient and
flawless manner; and help prioritize their time and appointments
• Coordinate to organize tasks, that may be assigned by the leader to various departments, or in case
of personal assistance required on any matter and track those for completion; provide periodic
progress updates to the Leader and proactively follow-up to ensure closure on open action items, if
any, within the expected timeframes
• Collate various reports, analyze, and prepare summary reports/presentations, and communications
for stakeholders’ engagement and management/leadership strategic review meetings. Take notes,
as needed, and ensure that the action items from the meeting are followed-through for conclusion
• Maintain a calendar of meetings, management reports, compliance schedules, recurring payments,
etc. as needed for the business operations, and ensure that those are accomplished on schedule;
support leaders in identification of risks/issues early, and escalate/mitigate in a timely manner
• Coordinate communications, schedule meetings, and manage workflows and track tasks; across
work streams; organize events/meetings and travels; and may support key business visitors
• Act as a communication interface on leader’s behalf, and be able to communicate wants, needs,
concerns, ideas with various functions in an effective and efficient way
• Assist in drafting/preparation of various proposals, agreements, and contracts, with due diligence,
and vetting, for presentability, accuracy, and soundness
• Managing administrative activities involving purchase of equipment, office maintenance,
procurement of office supplies (such as Internet service provider, hardware, stationary, canteen
supplies, software and other services), housekeeping, safety, security, couriers/deliveries and other
duties as required by the organization
• Supports acquisition, installation and commissioning of equipment that are required for the office
• Maintain relationships with vendors and keep price data in order to get the best pricing on supplies
and services. Calling vendors, negotiating and acquiring quotes is a essential part of the role. Once
approved authorized person in management will proceed with placement of an order to the vendor
and submit the bill to the accounts department who will make the requisite payment.
• Planning and preparing monthly reports pertaining to Accounts required for maintaining office
infrastructure and facilities. Maintenance of bills for petty cash, updating the excel tracker and
sharing it with the accountant. To also ensure reimbursement of bill collection, travel booking and
maintaining petty cash for the company.
• Ensure timely follow-ups on outstanding payments along with the Project Managers and Account
managers and connect with the customers’ accounts team for follow up on payment against invoices,
timely updates regarding the cashflow and expense summary to the CEO to ensure the organization
can meet monthly goals/commitments

EA– JD
• Upkeep of office administrative facilities and ensure availability of daily miscellaneous
requirements. This includes managing repair, maintenance and replacement of office equipment
(E.g. AMC, pest control, etc).
• Be demonstratively enthusiastic for any additional responsibilities/tasks, as may be assigned from
time to time, with a zeal for multi-tasking
• Manage confidential information with utmost care; and support document management
General requirements
• Bachelor’s degree in Business Management, or relevant EA/secretarial diploma/certification
• Typically, 2 to 5 years’ experience in executive assistance, secretarial and/or office admin role
• Demonstrable technical savviness, with high aptitude to work with technology professionals
• Excellent verbal and written communication skills, with ability to interact independently with
internal/external stakeholders, demonstrate a high level of maturity in dealing with situations
• Good organizational skills and a keen attention to detail; and the ability to work effectively and
manage a varied workload; with eagerness to learn, develop and grow with the business
• Ability to maintain the high level of discretion, diplomacy and confidentiality
• Tech-Savvy and proficiency in Microsoft Office is highly preferrable