Administrative Assitant

Location: Gurgaon, Opposite Cyber Hub

Working Days: 5 Days a Week (Monday to Friday)

Position Overview: We are seeking a proactive and organized Administrative Assistant who will serve as the Executive Assistant (EA) to the CEO. The role requires excellent multitasking abilities, attention to detail, and strong communication skills. In addition to supporting the CEO with day-to-day tasks, this individual will handle financial reconciliations, manage calendars, coordinate meetings, and oversee office requirements to ensure smooth operations.

Key Responsibilities:

Executive Support:

• Act as the primary point of contact for the CEO, managing correspondence, calls, and emails.
• Assist the CEO in managing day-to-day activities, ensuring efficient time management.
• Coordinate travel arrangements, including flight bookings, accommodations, and itineraries.
• Prepare reports, presentations, and documents as required.

Financial Reconciliations:

• Assist with tracking and reconciling the CEO’s expenses, including credit card statements and office expenses.
• Ensure timely submission and processing of reimbursements.
• Collaborate with the finance team for monthly financial reports and reconciliations.

Calendar and Meeting Management:

• Manage the CEO’s calendar, scheduling internal and external meetings.
• Coordinate and organize meetings, ensuring all participants are informed and prepared.
• Take meeting minutes and follow up on action items where necessary.
• Proactively resolve scheduling conflicts and ensure the CEO’s time is optimized.

Office Management:

• Ensure the smooth operation of the office by overseeing office supplies, vendor relationships, and maintenance requests.
• Liaise with building management and other service providers to ensure the office environment is fully functional.
• Assist in planning and organizing office events, meetings, and off-sites.
• Coordinate the logistics for visitors, including meeting room arrangements and catering.

Confidentiality and Discretion:

• Handle sensitive information with the utmost confidentiality and professionalism.
• Serve as a trusted partner to the CEO, maintaining discretion in all matters.

Qualifications & Skills:

• Bachelor’s degree or relevant certification.
• Prior experience as an Administrative or Executive Assistant, preferably supporting C-level executives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines.
• Excellent verbal and written communication skills.
• Financial literacy, with experience in managing reconciliations or working closely with a finance team.
• Ability to work independently, as well as part of a team.
• High degree of professionalism and strong interpersonal skills.

What We Offer:

• Competitive salary and benefits.
• Dynamic and collaborative work environment.
• Opportunity to work closely with senior leadership.
• If you are a highly organized and dedicated individual with a passion for supporting executives, we encourage you to apply for this role.