WhiteReflections
Company:
https://www.linkedin.com/company/whitereflections
Industries: Events Services
Job details:
We're Hiring – Executive Assistant / Head of Staff
Location: Kilpauk, Chennai
We're looking for a highly organized, proactive, and dependable individual to work directly with the Founder as an Executive Assistant / Head of Staff. This is not a conventional administrative role—it's for someone who can become the founder's right hand and ensure that both professional and personal commitments run seamlessly.
Key Responsibilities
- Manage the founder's calendar, appointments, meetings, and travel.
- Coordinate with internal teams to ensure timely follow-ups and execution.
- Schedule client meetings and maintain daily priorities.
- Handle appointments, reservations, errands, and lifestyle coordination when required.
- Liaise with vendors, clients, and external stakeholders.
- Keep track of tasks, deadlines, reminders, and important documents.
- Anticipate requirements and solve problems before they arise.
- Ensure smooth communication between departments without disrupting existing reporting structures.
- Maintain complete confidentiality and professionalism at all times.
We're Looking For Someone Who Is:
- Exceptionally organized and detail-oriented.
- Calm under pressure with excellent problem-solving abilities.
- A strong communicator with outstanding interpersonal skills.
- Tech-savvy and comfortable using productivity tools.
- Highly trustworthy, discreet, and dependable.
- Flexible with work hours whenever events or travel demand it.
- Able to think independently and take ownership rather than waiting for instructions.
Preferred Experience
- 2–5 years of experience as an Executive Assistant, Chief of Staff, Operations Coordinator, or in a similar leadership support role.
- Experience in events, hospitality, luxury services, or fast-paced startups is an advantage.
This role is ideal for someone who enjoys creating structure, managing moving parts, and enabling leadership to focus on high-value decisions while ensuring everything else runs efficiently.
📍 Location: Kilpauk, Chennai
Role Description This is a full-time, on-site Executive Assistant role based in Chennai. The Executive Assistant will provide comprehensive administrative and executive support, including managing calendars, scheduling meetings, organizing travel arrangements, and preparing reports and presentations. Daily responsibilities include maintaining accurate records, handling expense reports, coordinating internal and external communications, and ensuring effective follow-up on tasks and commitments. The role also involves supporting office operations, liaising with clients and partners when required, and helping the leadership team stay organized and informed. The successful candidate will work closely with executives to prioritize activities, maintain confidentiality, and contribute to a smooth, professional work environment.
Qualifications
- Strong Executive Administrative Assistance and Executive Support skills, including calendar management, meeting coordination, and task prioritization.
- Experience with Administrative Assistance and office coordination, ensuring organized workflows and accurate documentation.
- Ability to prepare and manage Expense Reports and basic financial documentation with attention to detail and accuracy.
- Excellent Communication skills, both written and verbal, for interacting with executives, team members, and clients.
- Proficiency with productivity tools (e.g., email, spreadsheets, presentation software) and comfort working with digital records and systems.
- Strong organizational, time management, and problem-solving abilities, with a proactive and service-oriented mindset.
- High level of professionalism, discretion, and integrity when handling confidential information.
- Relevant education in business administration or a related field, or equivalent experience in an executive support role.
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