Location: Gurgaon, Haryana | Job: Full Time | Industry: HR Consulting | Experience: 12+ years
Main goal will be to ensure that the CEO & LT’s (leadership Team) office runs smoothly- by anticipating needs, exercising sound judgement, and being able to balance multiple priorities. Refine workflows, processes, meeting cadences, tools, calendars, and communications to enhance productivity of CEO.
The Executive Assistant serves as a point of contact for internal and external people on all matters pertaining to the Office of the CEO. He or she provides executive, administrative, and development support to CEO’s office.
Broad Activities
Reporting & MIS
Value Add to CEO Productivity
CEO bills & Travel logistics
Calendar Management
E-mail management of CEO
Key responsibilities & duties:
Managing administrative tasks such as: completing expense reports, data management, arranging travel, coordinating activities all while staying updated on changing priorities and events and adjusting accordingly
Taking care of the CEOs office infrastructure and utilities.
Manage scheduling for CEO/Leadership team (LT) & work directly with her to support all aspects of her daily work routine.
Maintain the calendar - including scheduling meetings, appointments, speaking engagements & travel ( includes domestic & international) arrangements.
Travel arrangements both International and Domestic & everything related to travel (forex, insurance, Travel arrangements (Domestic International), Hotel Booking, Visa Processing, Car booking
Exercise discretion in committing time and evaluating needs
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Handle printing, filling & emails. Sort and triage mail, maintain email & other address directories
Coordinate executive communications, including taking calls, responding to emails and interfacing with internal & external stakeholders
Draft, review and send communications on behalf of CEO/LT, compose and prepare letters relating to routine correspondence for the timely signature.
Proactively organize and prepare for meetings, including gathering documents and attending to logistics of meetings
Attend meetings and take notes of discussion, prepare the initial draft of minutes and summaries
Maintain various records and documents for CEO/LT
Keep the CEO/LT advised of time-sensitive and priority issues, ensuring appropriate follow up.
Assisting the CEO/LT with inputs and data required for making strategic decisions. To ensure all correspondence and relevant materials are produced in a timely and accurate manner.
Co-coordinating and follow up with Department Heads on project status
Prepare, reconcile, and submit expense/ other bills/reports in accurate timely manner
Updating the Invoice Tracker and Revenue Tracker.
Arrange corporate events and team meetups – keep bios available for her speaking arrangements
Complete a variety of special projects including creating PowerPoint presentations, spreadsheets, and agenda material.
Celebrate success & special occasions and take care of employee Fun engagement activity.
Work closely to ensure the CEO s calendar and meeting cadence align with overall goals and objectives
Coordinate with multiple teams to ensure CEO is prepped for both external & internal discussions
Understand the priorities, have a knack for what’s going around so that you can be strategic about how to manage thing
Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
Other additional and/or alternative duties as assigned from time to time, including supporting other departments or executives as needed.
Should be proficient in handling all professional matters related to the CEO
Occasional travel may be involved
Skills & Abilities :
The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.
The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Emotional maturity
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Be presentable and pleasant at all times. Ability to relate to people across all hierarchical levels in the organization
Maintained integrity, professionalism and friendly attitude.
Contribute positively as a team player.
A highly professional demeanor, positive outlook, and a can-do attitude with excellent execution skills
Ability to manage multiple competing priorities and projects with attention to detail.
Proactive and resourceful, anticipates CEOs needs and delivers at the high quality expected
Ability to work in a fast-paced environment, anticipate issues, stay calm under pressure, ability to navigate and thrive in ambiguity