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Executive Assistant
Praful Venture
posted 22d ago
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Key skills for the job
Job Description
The Executive Assistant provides high-level administrative support to executives and senior management
within an organization. This role requires exceptional organizational skills, strong communication abilities,
and the ability to handle sensitive and confidential information. The Executive Assistant acts as a primary
point of contact for internal and external stakeholders, and assists in managing the day-to-day operations
of the executives office.
Key Responsibilities:
Calendar and Travel Management :
Coordinate and manage the executives calendar, including scheduling meetings, appointments,
Anticipate conflicts and proactively resolve scheduling issues to help prioritize and efficient use of the
Prepare itineraries and make respective travel arrangements for meetings, conferences, trade shows,
etc, including flights, accommodations, transportation, visa requirements, etc and ensure all
arrangements are well-organized and within budget.
Act as the primary point of contact for the executive, screening and prioritizing phone calls, emails, and
other forms of communication.
Prepare and draft correspondence, emails, reports, and presentations on behalf of the executive.
Maintain effective communication channels with cross functional teams, employees, candidates,
clients, vendors, and other stakeholders to ensure smooth execution of business plans and initiatives.
Track project timelines, deliverables, and budgets, and provide regular updates to the Executive.
Research & Analysis / Information Management:
Assist to conduct research on market trends, competitor activities, and industry best practices.
Gather and analyse data to support executive strategies and decision-making.
Prepare reports, presentations, and recommendations based on research findings.
Organize and maintain confidential files, records, and documents.
Manage information flow within the executives office, ensuring timely dissemination of relevant
Manage databases, contacts, and mailing lists.
Assist in preparing meeting agendas, presentations, and materials related to new initiatives and
Attend meetings, take minutes, and distribute notes or action items as necessary.
Follow up on action items and ensure deadlines are met.
Build and maintain positive relationships and liaise with key stakeholders, both internal and external on
behalf of the executive
Handle inquiries and requests, providing appropriate responses or redirecting as necessary.
Recruitment and Onboarding Support:
Coordinate recruitment processes, including posting job ads, scheduling interviews, and corresponding
Prepare and distribute offer letters, employment contracts, and new hire paperwork.
Assist in onboarding activities, including orientation sessions and necessary documentation.
Support the executive in maintaining and updating HR policies, procedures, and employee handbooks
Assist in ensuring compliance with relevant employment laws and regulations.
Coordinate the dissemination of HR-related information to employees.
Assist in managing employee relations matters, such as grievances and disciplinary actions.
Help coordinate employee recognition programs and initiatives.
Maintain employee records and ensure data accuracy.
Training and HR Initiatives Management:
Assist in organizing training programs, workshops, and seminars for employees.
Coordinate training logistics, including scheduling, venue arrangements, and participant registration.
Assist with tracking training completion and maintaining training records.
Provide support in HR projects, such as performance management, employee engagement surveys,
and HR system implementation.
Assist in data collection, analysis, and reporting for HR metrics and analytics.
Contribute to the continuous improvement of HR processes and practices.
Qualifications and Skills:
Excellent organizational and time management skills.
Strong written and verbal communication abilities.
Proficient in using office software and tools (e.g., Microsoft Office, CRM, etc).
Discretion and the ability to handle confidential information with professionalism.
Attention to detail and a high level of accuracy.
Multi tasker, Proactive and able to anticipate needs and problems.
Ability to work independently and prioritize tasks effectively.
Flexibility and adaptability to changing priorities and deadlines.
Professionalism, tact, and diplomacy in all interactions
Analytical and research skills to gather and interpret data.
Knowledge / Familiarity of HR systems, policies, procedures, laws is a plus
Knowledge of marketing principles and practices is a plus.
Proven experience as an executive assistant or in a similar role would be an advantage.
Praful Venture Pvt Ltd
D4, Vijay Park, Mathuradas Extension Road, Kandivali West, Mumbai 400067. India
Employment Type: Full Time, Permanent
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