Executive Assistant

Diadem Technologies Pvt. Ltd. - An ISO 27001 Certified Cloud Provider based in Kolkata is looking for an Executive Assistant will play a crucial role in ensuring smooth business operations by providing high-level administrative support to the Director, coordinating daily tasks, and managing internal processes. This individual must be highly skilled in task follow-up, communication, and organization, with the ability to act as the Director’s voice across teams.

Key Responsibilities:

1. Executive Support and Task Coordination:
• Act as the primary point of contact for the Director, managing schedules, emails, and task delegation.
• Ensure timely follow-up on tasks assigned to various departments on behalf of the Director.
• Coordinate and track task completion using structured follow-up processes.
2. Process Management and Workflow Coordination:
• Assist in developing and improving internal processes for smoother task execution and tracking.
• Monitor and ensure adherence to deadlines for key projects and deliverables.
• Maintain and update task delegation sheets and process documentation.
3. Meeting and Communication Management:
• Schedule and organise meetings (online and offline), prepare agendas, and record key decisions and follow-up actions.
• Communicate with team members on behalf of the Director, ensuring alignment and clarity on assigned tasks.
4. Document Management and Reporting:
• Prepare and maintain business reports, presentations, and documentation for management review.
• Ensure confidentiality and accuracy in handling sensitive company information.
5. Research and Special Projects:
• Conduct research on various topics as assigned by the Director and present findings in a structured manner.
• Support in managing personal tasks for the Director, such as booking travel arrangements and coordinating personal schedules.
6. Collaboration and Team Support:
• Work closely with multiple departments, acting as a liaison between the Director and internal teams.
• Ensure smooth coordination and communication across the organisation.

Requirements

• Bachelor'€™s degree in Business Administration, Management, or a related field.
• 1-3 years of experience as an Executive Assistant, Process Coordinator, or similar role.
• Exceptional follow-up skills €”as a key requirement for this position.
• Strong proficiency in MS Office (Excel, Word, PowerPoint) and task management tools.
• Excellent written and verbal communication skills in English.
• Highly organised with the ability to multitask and prioritise tasks effectively.
• Strong interpersonal skills and the ability to work with senior leaders and cross-functional teams.
• Proactive, self-motivated, and capable of working with minimal supervision.

Preferred Traits:

• Experience in process coordination or workflow management.
• Basic knowledge of IT services or technology-related industries (a plus).
• Ability to remain calm under pressure and handle sensitive situations with discretion.
• Comfortable assisting with personal tasks and managing diverse responsibilities.

Benefits

• Work directly with leadership, gaining exposure to business operations and strategic planning.
• Be part of a collaborative, fast-paced, and innovative work environment.
• Opportunity to improve processes and contribute to the company's growth.