Executive Assistant to CEO - Goregaon, Mumbai, Maharashtra, India - Hingoo Architects

Description

• Organize and schedule appointments and meetings
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Provide information by answering questions and requests
• Take dictation
• Research and creates presentations
• Generate reports
• Handle multiple projects
• Prepare and monitor invoices
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Organize travel arrangements for senior managers
• Book conference calls, rooms, taxis, couriers, hotels, etc.
• Cover the reception desk when required
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Coordinate office procedures
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Receive, sort, and distribute the mail
• Answer telephone calls and pass them on
• Manage appointments
• Oversee and supervise the work of junior staff
• Maintain uptodate employee holiday records
• Coordinate repairs to office equipment
• Greet and assist visitors to the office
• Provide polite and professional communication
• Implement clerical duties and administrative processes
• Conduct data entry

• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• At least 2 years of experience in the field or in a related area
• High school diploma or equivalent; college degree preferred

• Reporting Skills
• Administrative Writing Skills
• Proficiency in Microsoft Office
• Analysis
• Professionalism
• Problem Solving
• Supply Management
• Inventory Control
• Verbal Communication
• Office Administration Procedures
• Typing
• Attention to Detail
• Accuracy
• Multitask
• Telephone Skills
• Teamwork
• Discretion and Judgment
• Patience
• Resourcefulness
• Anticipates Needs
• Emotional Intelligence
• Flexibility
• Editing and Proofreading
• Microsoft Office Skills
• Typing

• Day shift

• Goregaon, Mumbai, Maharashtra (required)

• Goregaon, Mumbai, Maharashtra: Relocate before starting work (required)