Back Office Executive Assistant

Job Title: Assistant Executive

Department: Admin / Operations

Reporting To: Management Team

Location: Dadar, Mumbai Maharashtra

Experience: 2 to 5 years

Salary: 25K to 30k
Gender: Female
Age Criteria: 25yrs to 40yrs
Availability of Joining: Immediate - 15 days
Preferences: Mumbai based candidates only (No Relocation)

Overview

Kokan NGO India is looking for a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and executive support to the CEO. The ideal candidate will be responsible for managing schedules, coordinating meetings, handling confidential communications, preparing reports and presentations, and ensuring the smooth execution of day-to-day executive operations. This role requires excellent organizational skills, strong attention to detail, effective communication, and the ability to manage multiple priorities in a fast-paced environment while maintaining the highest level of professionalism and confidentiality.

Key Responsibilities

• ● Coordinate and organize the CEO's meetings, including scheduling, agenda preparation, minute-taking, and ensuring timely follow-up on action items to drive effective execution.

• ● Manage and maintain the CEO's calendar by prioritizing appointments, meetings, and business commitments to ensure efficient time management.

• ● Handle incoming emails, phone calls, correspondence, and other communications with professionalism, confidentiality, and prompt responses.

• ● Conduct research, gather relevant information, and compile data to support business decisions, reports, presentations, and strategic initiatives.

• ● Prepare, review, and format business documents, reports, proposals, presentations, and other executive correspondence with accuracy and attention to detail.

• ● Coordinate travel arrangements, including flights, accommodation, transportation, and travel itineraries, ensuring smooth execution of business travel.

• ● Act as the primary point of coordination between the CEO and internal departments, clients, consultants, vendors, and external stakeholders, ensuring effective communication.

• ● Maintain confidential files, records, and sensitive business information while exercising the highest level of discretion and professionalism.

• ● Provide administrative and operational support for special projects, meetings, business events, and executive initiatives, ensuring timely completion of assigned tasks.

• ● Prepare high-quality and professional PowerPoint presentations for board meetings, client presentations, business reviews, and strategic discussions.

• ● Coordinate with cross-functional teams to track project progress, monitor deadlines, and ensure timely execution of key deliverables.

• ● Demonstrate willingness to travel across Mumbai for meetings, site visits, and business engagements as required by the CEO.

• ● Be flexible with working hours to support extended meetings, urgent business requirements, and executive priorities beyond regular office hours.

• ● Perform any additional executive assistance, coordination, and administrative responsibilities assigned by the CEO to support the organization's operational and strategic objectives.

  Qualifications

• ● Bachelor's degree in Business Administration, Management, Commerce, or a related field.

• ● 2–5 years of experience as an Executive Assistant, Personal Assistant, Executive Coordinator,

  or in a similar administrative role.

• ● Excellent verbal and written communication skills in English; Hindi and Marathi will be an

  added advantage.

• ● Strong organizational, time management, and multitasking abilities with keen attention to

  detail.

• ● Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.

• ● Ability to prepare professional presentations, reports, and business documents.

• ● High level of discretion, integrity, and ability to handle confidential information.

• ● Strong interpersonal and stakeholder management skills with a proactive and

  solution-oriented approach.

• ● Ability to work independently, prioritize multiple tasks, and meet deadlines in a fast-paced

  environment.

• ● Willingness to travel across Mumbai and flexibility to work beyond regular office hours

  whenever required.

• ● Professional appearance, positive attitude, and strong problem-solving skills.

• It is a Full Time Back Office / Data Entry job for candidates with 2 - 5 years of experience.