Position: Executive Assistant (EA)
Location: Vashi, Mumbai (Option for Fort office if on Western Line)
Reports to: Director of Operations
Employment Type: Full-Time

Position Overview
We are seeking a proactive Executive Assistant (EA) with 3-4 years of experience, a positive attitude, and the capability to support senior leadership in day-to-day operations. The ideal candidate will be based at our Vashi office but may work from our Fort office if they are located along the Western line. The role involves managing reports, coordinating with overseas partners, and handling special projects, along with providing administrative and executive support.

Key Responsibilities

• Report Collation & CRM Updates: Gather and prepare reports for sales, marketing, and design teams. Ensure timely updates in the CRM system.
• Cost Analysis: Perform costing and analysis for various departments and assist with financial tracking across the company.
• Coordination & Invoicing: Collaborate with overseas partners, handle basic invoicing for select clients, and manage basic shipping logistics.
• Calendar & Task Management: Manage calendars, set up meetings, and respond to clients in stressful situations to ensure timely completion of tasks for senior leadership.
• Special Projects: Assist or lead special projects like AV 9000, quality management, ESG, and CSR initiatives.
• Presentations: Occasionally create PowerPoint presentations using AI tools for senior leadership.
• Sales Commission Calculations: Assist in calculating sales commissions based on defined criteria.
• Travel Coordination:
  – Arrange travel for senior leadership, including tracking frequent flyer programs, ticket costs, and related logistics.
  – Provide support for personal matters such as investments, visas, and liaising with banks for interest and investment calculations.
• Content Creation: Write basic articles using ChatGPT and create designs using Canva as needed.

Skills & Qualifications

• Education: Bachelors degree in Business Administration or related field.
• Experience: Minimum 3-4 years of experience as an Executive Assistant or in a similar role.
• Technical Skills: Proficient in Microsoft Office, especially Excel and PowerPoint. Familiarity with CRM systems and AI tools for presentations.
• Communication: Excellent written and verbal communication skills, with the ability to interact professionally with clients and senior leadership.
• Organizational Skills: Strong organizational and multitasking abilities, with a proactive approach to task management.
• Problem-Solving: Ability to handle stressful situations and resolve issues independently.
• Flexibility: Willingness to travel as required and handle personal tasks for senior leadership.