Front Office Receptionist

Kokan Kala Va Shikshan Vikas Sanstha

Job Description: Assistant Executive

Job Title: Assistant Executive

Department: Admin / Operations

Reporting To: Management Team

Location: Dadar, Mumbai Maharashtra

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.

KRA & KPI – Assistant Executive

1. Executive Calendar & Schedule Management

Manage and prioritize the CEO’s calendar, appointments, meetings, and business

commitments while ensuring proper scheduling and timely coordination.

KPI: 100% accurate calendar management with minimum scheduling conflicts and

timely updates.

2. Meeting & Follow-up Coordination

Coordinate meetings, prepare agendas, record minutes, track action items, and

ensure timely follow-up with concerned stakeholders.

KPI: 100% meeting documentation and follow-up; action items tracked and closed

within agreed timelines.

3. Executive Communication Management

Manage emails, calls, correspondence, and communication on behalf of the CEO with

professionalism, accuracy, and confidentiality.

KPI: Timely response and closure of communications with minimum errors or

escalations.

4. Documentation, Reports & Presentations

Prepare and format professional reports, proposals, presentations, business

documents, and executive correspondence.

KPI: 100% accurate and timely submission of assigned documents and

presentations with minimal revisions.

5. Research & Information Management

Conduct research, collect relevant information, analyze data, and prepare summaries

to support management decisions and strategic initiatives.

KPI: Timely delivery of accurate and relevant information as required by

management.

6. Stakeholder & Cross-Functional Coordination

Act as a coordination point between the CEO, internal teams, clients, consultants,

vendors, and external stakeholders.

KPI: Effective communication, timely coordination, and minimum delays in assigned

activities.

7. Project & Task Monitoring

Track assigned projects, deliverables, deadlines, and follow-ups across departments

to ensure timely execution.

KPI: 90–95%+ completion of assigned tasks and deliverables within agreed

timelines.

8. Travel & Event Coordination

Coordinate travel, accommodation, transportation, itineraries, meetings, site visits,

and business events as required.

KPI: Smooth and timely execution of travel and event arrangements with minimum

last-minute issues.

9. Confidentiality & Records Management

Maintain confidential documents, executive records, sensitive information, and

correspondence with a high level of discretion and integrity.

KPI: 100% confidentiality and proper maintenance of executive records with zero

unauthorized disclosure.

10. Administrative & Operational Support

Provide proactive administrative and operational assistance to the CEO and

management team, including special assignments and urgent requirements.

KPI: Timely completion of assigned responsibilities, responsiveness to urgent

requirements, and effective problem-solving.

11. Professionalism & Executive Support

Demonstrate professionalism, proactive working style, flexibility, attention to detail,

and readiness to support extended working hours or travel when required.

KPI: Consistent professionalism, reliability, responsiveness, and ability to manage

multiple priorities effectively.

• It is a Full Time Receptionist job for candidates with 1 - 2 years of experience.