Job Description

Job Summary: Executive Assistant

Unit - Brij Corporate Office, Jaipur

The Executive Assistant (EA) to the Managing Director provides high-level administrative support and is a critical partner in ensuring the efficient and effective operation of the MD's office. The EA is responsible for managing schedules, coordinating meetings, handling communications, and performing a variety of tasks that require attention to detail, discretion, and a proactive approach. This role demands a professional who is highly organized, adaptable, and capable of handling multiple priorities in a fast-paced environment.

Key Responsibilities:

Calendar Management:

Coordinate and manage the Md's daily schedule, including meetings, appointments, and travel arrangements. Ensure that the Managing Director is aware of and prepared for upcoming commitments.

Communication Management:

Act as the first point of contact for internal and external communications. Screen and prioritize emails, phone calls, and correspondence. Draft, edit, and proofread emails, memos, reports, and other documents as required.

Delegation and Follow Up:

Ensuring proper follow up for tasks delegated to individual stakeholders with a report back.

Meeting Coordination:

Organize and prepare for meetings, including creating agendas, compiling materials, taking minutes, and following up on action items.

Project Support:

Assist with the planning, coordination, and execution of special projects and initiatives led by the Managing Director of Operations. Track progress and report on project milestones.

Travel Arrangements:

Plan and book travel itineraries, accommodations, and logistics for the Managing Director's business trips. Prepare detailed travel itineraries and manage any travel-related issues.

Confidentiality:

Handle sensitive and confidential information with the utmost discretion and integrity.

Administrative Support:

Perform general office duties such as filing, copying, scanning, and managing office supplies. Assist with expense reporting and budget tracking.

Relationship Management:

Build and maintain positive relationships with key stakeholders, both within the organization and externally. Act as a liaison between the Managing Director and other departments or external partners.

Research:

Doing research on important topics related to Managing Director's work.

Event Planning:

Assist in planning and coordinating corporate events, team meetings, off-site meetings, and other company functions as needed.

Preparing power point presentations and excel reports:

Make presentations on Managing Director's behalf as well as keep a track of reports to be made and stored.

Central Contracting:

Work with Managing Director on central contracts and ensure that the same is maintained on an efficient basis in a tracker, unit GM's implementation adherence to be checked on the same.

Playbook for Operations:

Make a playbook for SOP's made post editing and formatting the same, playbook for projects to be made as well.

Skills:

Exceptional organizational and time-management skills. Strong verbal and written communication abilities. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Ability to handle multiple tasks and prioritize effectively. Strong attention to detail and problem-solving skills. High level of professionalism and discretion.

Attributes:

Self-motivated, proactive, and able to work independently. Adaptable and flexible with the ability to thrive in a dynamic environment. Strong interpersonal skills with the ability to build relationships across all levels of the organization. Commitment to continuous improvement and learning.

Work Environment:

Office-based with flexibility for remote work. May require to travel for business meetings or events.
Job Type: Permanent

Pay: ₹20,000.00 - ₹30,000.00 per month

Benefits:

Health insurance Provident Fund
Work Location: In person