AstaGuru
Website:
astaguru.com
Job details:
Executive Assistant to the Publications Head
LOCATION / REPORTING / DEPARTMENTLocation: Fort, South Mumbai
Reporting To: Publications Head
Department: Publications
Role OverviewThe Executive Assistant plays a critical role in supporting senior leadership and ensuring the seamless operation of the Publications Head’s Office. This role focuses on high-level administrative support, maintaining strict confidentiality, and driving operational efficiency across the organization. The ideal candidate acts as a strategic partner, managing complex schedules and facilitating clear communication between executives and internal/external stakeholders.
Key ResponsibilitiesExecutive Support & Administrative Management- Provide comprehensive executive support, including advanced calendar management and meeting prioritization.
- Serve as a primary point of contact and liaison for the executive office, handling communications with discretion.
- Prepare professional correspondence, reports, and presentation materials for executive review.
- Monitor action items and follow up on departmental deadlines to ensure strategic objectives are met.
Complex Calendar & Travel Management- Proactively manage complex executive calendars, resolving scheduling conflicts and optimizing time allocation.
- Coordinate comprehensive domestic and international travel arrangements, including flights, accommodation, and visas.
- Develop detailed travel itineraries and dossiers, ensuring executives are fully prepared for all engagements.
- Organize logistics for high-level meetings, conferences, and executive retreats.
General Operational Support & Project Management- Oversee office operations and administrative workflows to ensure organizational effectiveness.
- Maintain meticulous records, document control, and archival systems for the executive office.
- Foster smooth inter-departmental collaboration by facilitating information flow and resource coordination.
Departmental MIS & Financial Tracking- Assist in monitoring executive budgets and tracking business expenses.
- Generate operational MIS reports and status updates for leadership reviews.
- Manage invoice approvals and expense reconciliation in coordination with Finance.
Qualifications & Experience- Essential: Bachelor’s degree in Business Administration, Communications, or a related professional field.
- Essential: 3–6 years of experience in high-level executive support or office management within a corporate environment.
- Technical: Expert proficiency in MS Office (Outlook, Excel, PowerPoint) and digital productivity tools.
- Attributes: Strong organizational acumen and a proven track record of handling sensitive information with integrity.
Core CompetenciesExecutive Support & Operational Leadership- High-Level Calendar & Travel Management
- Project Coordination & Operational Oversight
- Discreet Stakeholder Engagement & Liaison
- Resourceful Problem Solving & Process Optimization
Technical- Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Digital Project Management & Collaboration Platforms
Leadership & Interpersonal- Exceptional Interpersonal Diplomacy & Confidentiality
- Superior Organizational & Prioritization Skills
- Dynamic Multi-tasking in Fast-Paced Environments
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