Description :

Job Title: Executive Assistant to the Director

Location: Ahmedabad, Gujarat

Experience : 4+ yrs

ENGLISH GOOD COMMS

FEMALE PREFERRED

Position Summary: The Executive Assistant (EA) to the Director plays a pivotal role in providing comprehensive administrative support to the Director of the institution or university. This position requires a proactive, highly organised individual with exceptional communication and interpersonal skills, capable of handling a wide range of administrative tasks with efficiency and discretion. The EA will serve as a primary point of contact between the Director and internal/external stakeholders, ensuring seamless coordination of activities and prioritising tasks to optimise the Director's effectiveness.

Key Responsibilities:

• Manage the Director's calendar, scheduling appointments, meetings, and travel arrangements efficiently, considering priorities and time constraints.
• Screen and prioritise incoming communications, including emails, phone calls, and mail, and respond or redirect as appropriate.
• Prepare and edit correspondence, presentations, reports, and other documents on behalf of the Director, ensuring accuracy and professionalism.
• Coordinate and facilitate meetings, conferences, and special events, including logistical arrangements, agenda preparation, and follow-up actions.
• Conduct research and gather information on various topics as requested by the Director, compiling findings into concise summaries or reports.
• Maintain confidential files and records, exercising discretion and integrity in handling sensitive information.
• Collaborate closely with other administrative staff and department heads to streamline processes and enhance overall organisational efficiency.
• Anticipate the Director's needs and proactively identify opportunities to support their objectives and priorities.
• Assist in preparing budgets, tracking expenses, and managing financial documentation as directed by the Director.
• Act as a liaison between the Director and internal departments, external partners, and stakeholders, fostering positive relationships and facilitating effective communication.
• Handle special projects and assignments as assigned by the Director, demonstrating flexibility and adaptability in managing diverse tasks.
• Stay informed about institutional policies, procedures, and initiatives, ensuring compliance and alignment with organisational goals.

Qualifications:

• Bachelor's degree in Business Administration, Public Administration, Communications, or related field preferred.
• Proven experience in a similar administrative role, preferably supporting senior executives or academic leaders.
• Exceptional organisational skills with the ability to prioritise tasks and manage multiple deadlines effectively.
• Excellent written and verbal communication skills, with a keen eye for detail and accuracy.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Strong interpersonal skills, with the ability to interact professionally with diverse stakeholders.