Back Office & Executive Assistant

Job Description

Job Description: Back Office & Executive Assistant

This position combines traditional executive assistant responsibilities with essential back office duties, contributing to overall organizational efficiency.

Key Responsibilities:

• Administrative Support:
• Manage calendars, schedules, and appointments for executives, ensuring time is used effectively.
• Coordinate and arrange meetings, travel, and events, including preparing itineraries and handling logistics.
• Prepare and edit correspondence, reports, presentations, and other documents for internal and external use.
• Act as a point of contact between executives and internal or external stakeholders, ensuring clear communication and effective follow-up.
• Back Office Operations:
• Assist in managing and maintaining office systems, such as databases, filing systems, and inventory management.
• Coordinate office supplies and equipment orders, ensuring necessary materials are available.
• Handle routine office administration tasks such as document filing, data entry, and organizing records.
• Support human resources functions by assisting with recruitment processes, onboarding, and employee record maintenance.
• Project Management:
• Collaborate with different departments to ensure timely completion of projects.
• Track project milestones, deadlines, and deliverables, providing updates to executives as necessary.
• Assist in the preparation of reports, project documentation, and presentations for internal review or external clients.
• Communication and Liaison:
• Serve as the primary point of contact for executives within the organization and externally, screening calls and emails, and prioritizing communications.
• Draft internal and external communications, such as emails, memos, and reports.
• Organize and coordinate team meetings, ensuring relevant materials are prepared in advance and follow-ups are executed promptly.
• Financial and Budgeting Support:
• Assist with basic financial tasks, including invoice processing, expense reports, and budgeting.
• Monitor office expenses and work with executives to ensure costs are controlled.
• Liaise with vendors and service providers to negotiate terms, resolve issues, and maintain relationships.
• Confidentiality and Discretion:
• Maintain a high level of confidentiality in handling sensitive information related to company operations, personnel, and finances.
• Ensure that executive documents and communications are handled with integrity and discretion.

Qualifications:

• Education & Experience: A high school diploma or equivalent is required. A degree in business administration, management, or a related field is preferred. At least 3-5 years of experience in administrative support, back office operations, or executive assistance is desirable.
• Skills & Competencies:
• Strong organizational and multitasking abilities.
• Excellent communication skills (written and verbal).
• Proficient in office software, such as Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with project management tools and CRM systems is an asset.
• Attention to detail and the ability to prioritize tasks effectively.
• Strong problem-solving skills and the ability to work independently with minimal supervision.

Personal Attributes:

• A proactive approach to work, anticipating needs and offering solutions.
• Adaptability and flexibility to thrive in a fast-paced, dynamic environment.
• A customer-oriented mindset and the ability to manage relationships professionally.

Conclusion: The Back Office & Executive Assistant role is pivotal in ensuring the efficient operation of an executives office and back office functions. By combining administrative support, organizational skills, and operational management, this role contributes directly to the success of the executive team and the broader organization.

For More Details Contact to HR Mob : +91- 8376075395