Executive Assistant

This role is for one of Weekday’s clients
Salary range: Rs 250000 - Rs 300000 (ie INR 2.5 - 3 LPA)

Min Experience: 3+ years
Location: Mumbai, Maharashtra, India
JobType: full-time

We are looking for a highly organised, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and executive support to the Founder. The role requires excellent communication, time-management, coordination, and problem-solving skills, along with the ability to handle sensitive information with complete confidentiality.

The ideal candidate will act as a trusted point of contact, ensuring the Founder's schedule, communications, meetings, travel arrangements, and administrative responsibilities are managed efficiently. You will also support special projects, conduct research, and help streamline day-to-day operations.

Requirements

Key Responsibilities

Calendar and Schedule Management

• Efficiently manage the Founder's calendar, coordinate appointments, and prioritise meetings based on business requirements.
• Anticipate scheduling conflicts and proactively resolve them to ensure effective time management.
• Ensure the Founder is well-prepared for meetings by organising relevant documents, background information, and briefing materials.
• Coordinate internal and external meetings while maintaining an organised and updated schedule.

Communication and Stakeholder Coordination

• Act as the primary point of contact between the Founder and internal and external stakeholders.
• Draft, edit, and proofread emails, memos, presentations, and other business documents on behalf of the Founder.
• Manage incoming communications, including phone calls and emails, with professionalism and discretion.
• Facilitate clear and timely communication between the Founder and relevant stakeholders.

Travel and Meeting Management

• Plan and coordinate detailed travel itineraries, including flights, accommodation, and ground transportation.
• Ensure travel arrangements align with the Founder's preferences, schedule, and business priorities.
• Prepare meeting agendas, briefs, and supporting documents.
• Attend meetings when required, record key discussions and decisions, and track follow-up actions to ensure timely completion.

Administrative and Operational Support

• Manage expense reports, reimbursements, invoices, and other financial and administrative documentation.
• Handle personal tasks, appointments, and errands for the Founder as required.
• Coordinate with team members to support special projects, business initiatives, and operational activities.
• Conduct research, gather relevant information, and prepare summaries or reports as requested by the Founder.

Confidentiality and Discretion

• Maintain strict confidentiality when handling sensitive business and personal information.
• Manage confidential documents, communications, and records with professionalism and discretion.
• Exercise sound judgement when dealing with sensitive matters and high-priority requests.

Required Skills and Competencies

• Excellent organisational, planning, and time-management skills.
• Strong written and verbal communication abilities.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and work in a fast-paced environment.
• Strong interpersonal and stakeholder management skills.
• Proactive approach to problem-solving and anticipating executive requirements.
• Professionalism, discretion, and the ability to handle confidential information.
• Ability to work independently while coordinating effectively with different teams.