Vanderlande Looking for Executive Assistant at Pune, Maharashtra, India Full Time

Executive Assistant

Job Description

The Executive assistant plays a critical role in providing comprehensive administrative and operational support. This position requires exceptional organizational skills, a high level of discretion, effective communication, and the ability to manage multiple tasks and priorities in a fast-paced environment.

The incumbent will play a pivotal role in ensuring the smooth functioning of the office and supporting the overall success of the organization’s operations. The successful candidate will demonstrate a high level of professionalism, integrity, and a proactive approach to his/her responsibilities.

Key Responsibilities

Administrative Support

• Manage the calendar, scheduling appointments, meetings, and conferences.
• Prepare and organize materials for meetings, presentations, and reports.
• Screen and prioritize incoming e-mails, phone calls, and correspondence.
• Maintain and update important documents, records, and databases.
• Identify issues and challenges that require attention and bring them to notice.
• Propose solutions and take the initiative to address minor issues independently.

Communication

• Serve as a liaison between internal and external stakeholders.
• Coordinate and facilitate communication between different departments and teams.
• Respond to inquiries and requests.
• Communicate effectively and professionally in person, via phone, and through written correspondence.

Travel and Logistics

• Make travel arrangements including flights, accommodations, and transportation.
• Prepare travel itineraries and ensure all necessary arrangements are in place.
• Manage expense reports and reimbursements related to travel and other business expenses.

Confidentiality and Discretion

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain a high level of confidentiality in all interactions and communications.

Time Management

• Prioritize tasks and manage the stakeholders’ time efficiently to optimize productivity.
• Anticipate and proactively address scheduling conflicts and time-sensitive matters.

Qualifications

• Bachelor’s degree preferred.
• Proven experience as an executive assistant or in a similar administrative role with 8 to 10 years of relevant experience.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent verbal and written communication skills.
• Exceptional organizational and time-management abilities.
• Discretion and a professional demeanor when handling confidential information.
• Ability to multitask and prioritize tasks effectively.
• Strong attention to detail and problem-solving skills.
• Adaptability and flexibility to manage changing priorities and tasks.
• Experience in project coordination and event planning is a plus.