EA to Director

Full Time, Work From Office

Ahmedabad

Posted 4 months ago

📝 Job Description:

🔸 Job Responsibilities:

➤ 1. Executive Support and Gatekeeping

This is the foundational component, focused on managing the Director’s time and access.

Complex Calendar Management: Proactively managing the Director’s complex schedule, prioritizing inquiries, troubleshooting conflicts, and ensuring maximum time productivity..

Correspondence Management: Serving as the primary gatekeeper and liaison for all internal and external communication. This includes screening calls, composing and drafting professional emails, reports, and internal memos on the Director’s behalf.

Travel Coordination: Managing all aspects of domestic and international travel, including booking flights, accommodation, ground transportation, creating detailed itineraries, and handling visa requirements.

Financial & Administrative: Preparing and processing expense reports, managing invoices, tracking department expenditure, and maintaining a highly organized filing and documentation system (often confidential).

➤ 2. Strategic and Organizational Support

The EA often supports the Director’s work outside of simple administrative tasks, moving into a strategic partnership role.

Meeting & Event Logistics: Coordinating and organizing high-level meetings (e.g., with the Board of Directors, Executive Team, or external stakeholders). This involves preparing comprehensive agendas, developing and compiling presentation materials, taking meeting minutes, and following up on action items.

Research & Analysis: Conducting preliminary research, gathering data, and compiling information from various sources to prepare reports or briefing documents that aid the Director’s decision-making.

Document Preparation: Designing, editing, and producing complex, highly professional documents, reports, and presentations (often in Microsoft Office or Google Suite) for the Director.

Confidentiality: Handling sensitive information, internal strategy discussions, personnel matters, and high-level correspondence with the utmost discretion and integrity.

➤ 3. Project Management and Coordination

Project Assistance: Assisting with special projects and initiatives as assigned by the Director, often coordinating efforts across different departments to ensure timely completion.

Process Optimization: Identifying inefficiencies in the Director’s or office’s workflow and recommending and implementing process improvements.

Liaison to the Board (for Executive Directors): Serving as a point of contact, coordinating board meeting schedules, distributing materials, and ensuring compliance with organizational governance.

🔸 Candidate Skills:

The ideal Executive Assistant possesses a balance of advanced technical hard skills and refined soft skills.

➤ Hard Skills (Technical & Foundational)

Advanced Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and AI tools.
Expert-level Calendar & Inbox Management.
Familiarity with project management tools (e.g., Asana, Trello) and CRM/ERP software.
Excellent writing, editing, and proofreading skills.
Data entry and efficient filing system management.

➤ Soft Skills (Strategic & Interpersonal)

Proactivity and Anticipation: The ability to anticipate the Director’s needs before they are stated and take initiative • to solve problems independently.
Discretion and Confidentiality: Essential for handling sensitive company and personal information.
Exceptional Communication: Clear, professional, and diplomatic communication (both written and verbal) to represent the Director effectively to all internal and external stakeholders.
Organizational & Time Management: Superior ability to multi-task, prioritize, and manage a high volume of requests and overlapping deadlines.
Sound Judgment: The ability to make quick, informed decisions and troubleshoot issues autonomously in the Director’s absence.

🔸 Experience: 4-7 Years

🔸 Location: Thaltej, Ahmedabad (Work From Office)

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