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.