Executive Assistant To Chief Executive Officer

• Job Role: Executive Assistant
• Location: Bangalore, Karnataka
• Experience: 0-3 years
• Employment Type: Full-time
• Department: Admin
• Work Mode: On-site (6 days working)
• Reports To: CEO / Senior Management
• About the Role

Right Horizons is seeking a highly organised, proactive, and detail-oriented Executive Assistant (EA) to provide comprehensive support to our Chief Executive Officer (CEO). The EA will serve as a crucial gatekeeper, facilitator, and administrative backbone, ensuring the CEOs time is managed efficiently and effectively. This role requires a high degree of professionalism, discretion, and the ability to anticipate needs and manage multiple priorities seamlessly.

Beyond core administrative duties, the EA will also play a key role in supporting reporting processes and overseeing a few office administration functions, contributing to the overall operational efficiency of Right Horizons.

Key Responsibilities

A. CEO Support & Administrative Management (60%)

Calendar Management: Proactively manage and maintain the CEOs complex and dynamic calendar, scheduling internal and external meetings, appointments, and events, prioritizing based on strategic importance.

Communication Management: Screen, prioritize, and manage all incoming communications (emails, mail, phone calls) on behalf of the CEO. Maintaining a contact directory.

Meeting Coordination & Minutes: Organize and coordinate logistics for meetings, including booking rooms, preparing agendas, distributing materials, and ensuring attendees are informed. Accurately take, transcribe, and distribute meeting minutes and follow up on action items.

Travel and Scheduling: Arrange and coordinate all domestic and international travel, including flights, accommodation, visas, and ground transportation. Prepare detailed travel itineraries.

Information Management: Maintain and organize the CEOs files, documents, and contacts (both physical and digital) with a high level of confidentiality and efficiency.

Information Management: Maintain and organize the CEOs files, documents, and contacts (both physical and digital) with a high level of confidentiality and efficiency.

Expense Management: Track, manage, and process the CEOs business-related expenses. Prepare and submit detailed expense reports, ensuring compliance with company policy. Diligently segregate official expenses from personal ones for accurate accounting. Reconcile corporate credit card statements monthly, verifying all transactions and coordinating with the Accounts department for timely settlement.

B. Reporting & Consolidation Support (20%)

Report Coordination: Liaise with various departments and reportees to gather information for weekly/monthly reports required by the CEO.

Data Consolidation: Assist in consolidating data and information from different sources, ensuring accuracy and consistency. Format reports for clarity and ease of understanding by the CEO.

Presentation Support: Assist in the preparation and formatting of presentations, reports, and other documents for board meetings, investor relations, and internal strategy sessions.

C. Office Administration & Management (20%)

Office Maintenance: Oversee and coordinate outlined office maintenance requirements, ensuring a professional and functional work environment. This includes managing vendor relationships for repairs and office upkeep.

• Housekeeping Oversight: Supervise and coordinate the work of the housekeeping staff, ensuring high standards of cleanliness and organization throughout the office premises.
• Supplies Management: Monitor and manage office supplies, stationery, pantry provisions, and equipment. Maintain inventory levels and coordinate with finance for purchases.
• Event Support: Assist in the planning and execution of office events, client meetings, and internal company gatherings. Coordinate with various departments for the same.
• Preferred Qualification:

Experience: Minimum 2-7 years of experience as an Executive Assistant, ideally supporting C-suite executives (CEO, MD, etc.) in a fast-paced corporate environment, preferably within the financial services sector.

Education: Bachelors degree in Business Administration, Communications, or a related field is preferred.

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