Back Office Executive Assistant

EXECUTIVE ASSISTANT

Responsibilities & Duties

Position: Executive Assistant

Department: Administration / Management

Location: [Branch/Location]

Employment Type: Full-Time

Key Responsibilities

- Provide professional administrative and executive support to the Management/Director.

- Manage the executive’s daily schedule, appointments, meetings, reminders, and important engagements.

- Coordinate internal and external communication on behalf of the Management whenever required.

- Prepare, organize, maintain, and follow up on official documents, reports, records, notices, and correspondence.

- Assist in planning meetings, preparing agendas, taking notes, and ensuring timely follow-up on assigned tasks.

- Coordinate with different departments, branches, staff members, clients, parents, vendors, and other stakeholders as directed.

- Maintain confidentiality of official information, management discussions, documents, and business matters.

- Monitor important deadlines, commitments, pending tasks, and follow-ups to ensure timely completion.

- Handle day-to-day administrative coordination and provide necessary assistance to the Management in smooth functioning of operations.

- Assist with travel planning, meeting arrangements, official visits, and other management-related requirements whenever required.

- Maintain proper records of meetings, communications, expenses, and other relevant administrative activities.

- Screen and prioritize routine communications and bring important matters to the attention of the Management.

- Support management in coordinating events, inspections, appointments, and special assignments.

- Maintain a professional relationship with staff and stakeholders while representing the Management appropriately.

Personal & Executive Assistance

- Provide discreet and professional assistance with executive and day-to-day coordination requirements of the Management.

- Assist in organizing schedules, appointments, travel arrangements, personal meetings, and other commitments as assigned.

- Coordinate confidential or time-sensitive requirements with professionalism and complete discretion.

- Handle tasks requiring personal attention from the Management in an organized, respectful, and confidential manner.

- Maintain a clear distinction between official and personal matters while ensuring both are handled responsibly when assigned.

Skills & Qualities Required

- Excellent communication and interpersonal skills.

- Strong organizational and time-management abilities.

- Good command of English and Hindi.

- Proficiency in MS Office, Google Workspace, email, and basic administrative tools.

- Ability to manage multiple tasks and priorities effectively.

- Professional appearance, attitude, and conduct.

- Strong follow-up and coordination skills.

- Ability to maintain confidentiality and discretion.

- Flexible, responsible, punctual, and dependable.

- Willingness to handle both routine and urgent assignments as required by Management.

- Ability to work independently with minimal supervision.

Candidate Profile

The ideal candidate should be well-organized, trustworthy, professional, presentable, proactive, and flexible, with the ability to understand the priorities of Management and provide efficient administrative and executive support.

Note: The role may involve handling both official responsibilities and executive/personal coordination requirements entrusted by Management. Confidentiality, professionalism, loyalty, and discretion are essential for this position.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 3 years of experience.