Executive Assistant

About Company

Headquartered in Mumbai, The company is an asset management platform that oversees an industry-leading portfolio of over 20 million square feet of Grade A commercial assets. Their extensive property portfolio spans key markets across India, including Mumbai, Delhi, Bangalore, Chennai, and Ahmedabad. They take pride in our exceptional portfolio and strategic presence in these vital cities.

Job Description

Overview:

To provide comprehensive support to the CEO by expertly managing their schedule and communications, ensuring smooth daily operations, and acting as a gatekeeper for all inquiries and correspondence. This role demands a detail-oriented, methodical, and self-driven approach to ensure flawless execution of administrative tasks and support the CEOs strategic objectives.

Primary Responsibilities:

Calendar and Schedule Management:

• Maintains CEOs appointment schedule by planning and scheduling meetings, conferences, teleconferences, travel, and daily calendar using Outlook.
• Schedule meetings and appointments and manage travel itineraries while optimising time and resolving scheduled conflicts.

Communication and Correspondence:

• Coordinate executive communications and interfacing with team members, stakeholders within India s abroad.
• Manage correspondence dictated verbally and ensure accurate and prompt responses.
• Act as a gatekeeper, screen all inquiries, visitors, and correspondence suitably while ensuring accuracy and confidentiality.

Meeting Management s Execution:

• Organize and prepare for key meetings, including creating agendas, MoMs, day plan and gathering necessary materials, and coordinating logistics.
• Prioritize tasks and remind the CEO of pending tasks, ensuring nothing is overlooked.
• Attend key meetings with the CEO to accurately capture discussions, decisions, Minutes of Meeting (MoMs), action items, and key updates.
• Maintain action trackers and proactively follow up with stakeholders to ensure timely closure of commitments and deliverables.
• Escalate delays or risks, where appropriate, to ensure effective execution.

Administrative s Operational Excellence:

• Maintain an organized filing system of paper and electronic documents, improving the documentation / database as needed.
• Uphold a strict level of confidentiality for highly sensitive information using independent judgment.
• Contribute to and manage additional office administrative work in collaboration with the HR team.
• Continuously improve administrative processes and drive operational efficiency within the CEO's Office.

Professionalism and Relationship Management:

• Develop and sustain a level of professionalism among staff and clientele.
• Build and maintain strong relationships with key stakeholders, acting as a liaison between the CEO and various contacts.
• Deliver the role in alignment with the Environmental, Social, and Governance (ESG) framework, including Health and Safety (EHS).

Education Qualification

• Bachelor's degree in Business Administration, Management, or a related discipline.

Work Experience

• 610 years of experience supporting CXOs, preferably in real estate or fast-paced corporate environments.

Skills Required

• Excellent oral and written communication skills.
• Proficiency in MS Outlook, MS Office applications.
• Excellent organizational and time-management skills.
• Strong relationship management and interpersonal skills.
• High level of discretion and confidentiality.
• Exceptional attention to detail and methodical work style.
• Professional demeanor and the ability to remain calm under pressure.