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Executive Assistant

1.00 to 3.00 Years   Mumbai City   09 Feb, 2024
Violet Infosystems Pvt Ltd
Job LocationMumbai City
EducationNot Mentioned
SalaryNot Disclosed
IndustryAdvertising / MR / PR / Events
Functional AreaExecutive Assistant (EA)
EmploymentTypeFull-time

Job Description

    Open Position: Accounts ExecutiveLocation: Malad (West), MumbaiExperience: 1 to 3 YearsQualification: GraduatePlease call the number for more details - hidden_mobile / hidden_mobileShare your updated resume over at careers@violetinfo.comOnly Mumbai Suburban based location (Dahisar to Dadar) Candidates apply for the Position.Overview:The Executive Assistant at Violet InfoSystems plays a pivotal role in supporting the executive team, ensuring efficient and smooth day-to-day operations of the company. This role demands exceptional organizational skills, the ability to handle sensitive information with discretion, and a strong aptitude for managing complex schedules and administrative tasks.Key Responsibilities:Administrative Support:
    • Manage and organize calendars, including scheduling appointments, meetings, and travel arrangements for executives.
    • Handle correspondence, including drafting emails and letters, managing incoming mails, and ensuring timely responses.
    Calendar Management of Director:
    • Proactively manage the Directors calendar, balancing strategic priorities and urgent tasks, while ensuring optimal allocation of their time.
    • Coordinate with other departments and external stakeholders to schedule meetings, events, and conferences, ensuring seamless integration into the Directors schedule.
    • Anticipate and resolve scheduling conflicts, and provide reminders for upcoming commitments.
    Communication Management:
    • Act as the first point of contact for internal and external stakeholders on matters pertaining to the executive team.
    • Coordinate and facilitate communication between departments and external parties, ensuring clarity and efficiency.
    Meeting and Event Coordination:
    • Organize and prepare for meetings, including setting agendas, preparing materials, and ensuring technology setup for virtual meetings.
    • Take minutes during meetings and follow up on action items.
    Project Management:
    • Assist in managing projects, coordinating with different teams, and ensuring project deadlines are met.
    • Provide support in project-related research and presentation preparation.
    Document Management and Reporting:
    • Prepare and edit documents such as reports, memos, and presentations.
    • Maintain a filing system for sensitive and confidential company documents.
    Financial Management:
    • Assist with expense reporting and budget tracking for the executive team.
    • Handle invoicing and liaise with the finance department for approvals and processing.
    Qualifications and Skills:
    • Proven experience as an executive assistant or similar administrative role.
    • Excellent written and verbal communication skills.
    • Strong organizational and time management skills, with a proven ability to prioritize and handle multiple tasks.
    • Proficiency in Microsoft Office Suite and familiarity with other business tools and software.
    • Discretion and confidentiality are imperative.
    Education:
    • Bachelors degree in business administration, Communications, or related field preferred.
    Additional Requirements:
    • Ability to work under pressure and meet tight deadlines.
    • Adaptability to changing business needs and environments.

Keyskills :
follow upspresentation skillscalendar managementmemostravel bookingmail draftingscheduling meetingsminutes of meeting

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