Executive Assistant Job in Tartanhq

Job Title: Executive Assistant

Location: Gurgaon, India

Job Type: Full-Time

Experience Level: 5-10 Years

About the Role:

The Executive Assistant to the CEO plays a vital role in ensuring the smooth functioning of the CEO s daily operations, maximizing their effectiveness by handling various administrative tasks and projects. This is a highly organized, proactive, and discreet position that requires exceptional communication, interpersonal, and time management skills.

As an Executive Assistant, you will have the opportunity to work closely with the CEO and senior leadership, contributing to the success of the organization. The role demands a person who can manage multiple priorities and deadlines in a fast-paced and dynamic environment.

Key Responsibilities:

1. Calendar Management

• Proactively manage the CEO s calendar, scheduling and rescheduling meetings, appointments, and travel plans.
• Prioritize and manage conflicting schedules effectively, ensuring the CEO is well-prepared for all engagements.

2. Travel Arrangements

• Book and manage all domestic and international travel arrangements including flights, accommodations, and ground transportation.
• Prepare travel itineraries and ensure all necessary documents and approvals are in place.

3. Vendor Coordination

• Coordinate with vendors for various office services, such as office supplies, catering, maintenance, and IT support.
• Establish and maintain strong relationships with key vendors to ensure efficient operations.

4. Communication Management

• Screen, direct, and prioritize phone calls and emails.
• Take and distribute meeting minutes, ensuring accurate and timely documentation.
• Draft and proofread correspondence, including emails, reports, and presentations.

5. Task Management

• Manage and prioritize the CEO s daily tasks and projects, ensuring all deadlines are met.
• Maintain accurate records of all ongoing tasks, ensuring completion within specified timeframes.

6. Meeting Preparation

• Prepare meeting materials such as presentations, agendas, and supporting documents.
• Conduct thorough research and gather information as needed to ensure comprehensive meeting preparation.

7. Office Management

• Oversee general office administration, including supply management, equipment maintenance, and office organization.
• Assist with special projects, events, and corporate activities as needed.

8. Confidentiality

• Ensure the highest level of confidentiality regarding all company and CEO-related matters.

Key Requirements:

• 6+ years of experience as an Executive Assistant to a senior executive, preferably in a fast-paced environment.
• Proven ability to manage multiple priorities and deadlines effectively while maintaining attention to detail.
• Excellent written and verbal communication skills along with strong interpersonal skills.
• Highly organized with superior time management and multitasking abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• Ability to work independently and as part of a team.
• Strong problem-solving and decision-making skills.
• Discretion and trustworthiness are paramount, with the ability to handle sensitive information.
• Resourceful and proactive in handling tasks and challenges.
• Adaptability to changing priorities and a fast-paced environment.
• Willingness to travel within the city as needed for business tasks and meetings.
• Strong recommendations from previous managers.

Flexible Benefits:

• Stock Options: Every employee is rewarded for a successful company outcome.
• Health Insurance: Comprehensive health coverage for you and your family, including a health policy of INR 3 lakh and INR 10 lakh of Personal Accident Insurance.
• MacBook: A MacBook for all employees, regardless of role, to ensure flexibility in work.

Why Join Us?

• Impactful Role: As an Executive Assistant, you ll have the opportunity to directly support the CEO and contribute to the company's strategic success.
• Dynamic Environment: Work in a fast-paced, innovative environment that values ownership and collaboration.
• Growth Opportunities: Be part of a thriving organization with ample opportunities for career growth and personal development.

Ready to make a difference?

If you are an experienced Executive Assistant with the ability to handle multiple tasks and provide strategic support to leadership, we would love to hear from you. Apply now to be part of a dynamic team!