Executive Assistant

Role Description

This is a role for an Executive Assistant for a USA based client of IntQBooks Solutions. The Executive Assistant will be responsible for providing executive support, managing expense reports, facilitating communication, and offering administrative assistance on a daily basis. He/she will be partly working from our office at Ahmedabad & partly remote on daily basis. Timing would be 7:00pm to 3:00am.

Key Responsibilities:

Calendar and Schedule Management:
• Organize and manage the Director's calendar, including scheduling meetings, appointments, and travel.
• Coordinate with internal and external stakeholders to schedule and confirm appointments.
• Prioritize and manage changes to the schedule as needed.

Communication Handling:
• Serve as the primary point of contact for communications to and from the Director.
• Screen, prioritize, and respond to emails, phone calls, and other correspondence.
• Draft, review, and edit correspondence and documents on behalf of the Director.

Meeting Coordination:
• Plan and coordinate meetings, including preparing agendas, arranging logistics, and taking minutes.
• Organize and support departmental or corporate events and functions.

Document Management:
• Prepare, proofread, and edit reports, presentations, and other documents.
• Maintain and organize files, records, and documentation in both physical and digital formats.
• Ensure that all documents are handled with confidentiality and professionalism.

Travel and Expense Management:
• Arrange travel itineraries, including flights, accommodation, and transportation.
• Manage and process travel expenses and reimbursements for the Director.
• Ensure all travel arrangements are efficient and cost-effective.

Project Support:
• Assist with project management by tracking deadlines, coordinating tasks, and liaising with team members.
• Conduct research and gather information as needed to support the Director's initiatives and decisions.
• Prepare reports and presentations related to ongoing projects.

Office Management:
• Oversee the day-to-day operations of the Director’s office, including ordering supplies and managing equipment.
• Ensure that the office environment is organized and conducive to productivity.
• Handle administrative tasks such as filing, data entry, and updating contact lists.

Confidentiality and Discretion:
• Handle sensitive information and confidential matters with the utmost discretion and integrity.
• Maintain professionalism and confidentiality in all interactions.

Qualifications:
• Education: Bachelor’s degree in Business Administration, Management, or a related field preferred.
• Experience: Minimum of 2 years of experience as an Executive Assistant or in a similar administrative role. Experience supporting senior-level executives is highly desirable.
• Skills:
• Exceptional organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and work under pressure.
• High level of professionalism and discretion.
• Excellent problem-solving and decision-making abilities.

Working Conditions:
• Full-time position with standard office hours. Occasional overtime may be required.
• Ability to handle a fast-paced environment and adapt to changing priorities.

Application Instructions:

Interested candidates should submit a resume and cover letter detailing their qualifications and experience.