Executive Assistant

Job Description:

About the RoleWe are seeking a highly organized, proactive, and detail-oriented Executive Assistant for our client based in Thane, Maharashtra. In this role, you will provide comprehensive administrative and executive support to leadership, manage day-to-day operations, coordinate cross-functional teams, and handle critical logistical processes including onboarding, offboarding, and international travel management.

Key Responsibilities

• Calendar & Meeting Management.
• Scheduling meetings with stakeholders (Internal, External & Global).
• Preparing and managing internal and external correspondence on routine matters independently.
• Coordinating and scheduling in-person and remote interviews for the function.
• Managing Onboarding and Offboarding of Associates and Vendors:
  Requesting user IDs for internal/external personnel in collaboration with HR/IT.
• Handling requests for hardware, access cards, photo ID cards, arranging stationery, and desk keys.
• Coordinating with internal stakeholders to onboard associates.
  Coordinating with stakeholders to offboard associates (surrendering ID cards, credit cards, IT assets, asset de-allocation, and user ID deletion).
• Collecting training manuals and additional project/knowledge assets issued.

Managing Foreign Travel Requests for Associates:

• Overseeing the visa process for associates and making necessary travel arrangements.
• Preparing covering/invitation letters.
• Handling matrix and forex requests and obtaining forex letter approvals.
• Managing travel arrangements, including visas, insurance, tickets, and forex surrender.

Providing Executive Assistance to the Client:

• Managing calendars, meetings, and other administrative tasks.
  Scheduling meetings and appointments.
• Reviewing and analyzing incoming invoices and submissions, approving them via tools, or distributing them as needed.
• Arranging travel and hotel accommodations for official visits.
  Coordinating with internal stakeholders to collate, analyze, and report on routine presentations/reports.
• Assisting in additional tasks as assigned with minimal supervision.
  Proactively communicating any challenges and identifying potential solutions.

Expenses and POs:

• Raising purchase orders (POs), goods receipt notes (GRNs), and following up on invoices.
• Submitting and tracking expenses.

• Team Support:
• Creating and maintaining team mailing lists.
• Updating team charts.

Desired Education, Skills, and Qualifications:

• Graduate in any stream.
• Experience in executive assistance and administrative duties.
  Proficiency in MS Office, Skype, MS Teams, Outlook, etc.
• Knowledge of online calendars and scheduling tools (e.g., Outlook Calendar).
  Excellent communication skills via phone, email, and instant messaging.
  Work from office (mandatory).

Desired Candidate Profile

• Education: Graduate in any stream (Any Bachelor's Degree).
• Experience: Proven experience in executive assistance, leadership support, or advanced administrative roles.
• Technical Skills: High proficiency in MS Office (Word, Excel, PowerPoint), Outlook Calendar, MS Teams, and Skype.
• Communication: Exceptional verbal and written communication skills across email, phone, and messaging platforms.
• Work Style: Ability to work independently with minimal supervision, problem-solve proactively, and strictly adhere to an in-office work model.

Interested Candidates can reach us

Email : [email removed]

Whatsapp : [phone removed]

Thanks & Regards,

Manpower Group