Executive Assistant

JOB DESCRIPTION (Executive Assistant to the Director)

Job Responsibility

·        Provide administrative support to the Director to ensure the smooth functioning of day-to-day affairs, and most effective use of her / his time.

·        Handle sensitive and complex issues in a professional and objective manner.

·        Communicate with the diverse teams within the Institute and ensure flawless flow of information from Director’s office to all functions.

·        Help in creating and setting systems in place, Manage and set up meeting calendars.

·        Help in building a desirable culture of the Institute under guidance from management.

·        Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.

·        Maintain records of Director’s contacts.

·        Screen calls, enquiries and requests, and deal with them when appropriate.

·        Produce documents, briefing papers, reports, and presentations for the Director.

·        Act as the point of contact among Key managers, clients, and other external partners.

·        Format information for internal and external communication for emails, presentations, and reports.

·        Maintaining a high level of confidentiality and professionalism in all aspects of the role.

·        On behalf of the Director, Build and maintain positive relationships with internal and external stakeholders, including clients and senior levels professionals.

·        Take minutes during meeting.

Job Requirement

·      Work experience as an Executive Assistant or similar role.

·      Excellent MS Office knowledge.

·      Outstanding organizational and time management skills.

·      Familiarity with office gadgets and applications (e.g. e-calendars, MS Team, Zoom etc.).

·      Excellent verbal and written communications skills and confidentiality.

We are looking for a responsible and organized Office Executive to handle day-to-day office activities and administrative tasks. The candidate will be responsible for maintaining office records, coordinating with employees and clients, handling documentation, and ensuring smooth office operations.

Key Responsibilities:

• Manage day-to-day office administrative activities.
• Maintain files, records, documents, and office data.
• Handle emails, calls, and general office correspondence.
• Coordinate with clients, employees, vendors, and other departments.
• Prepare reports, documents, and basic Excel sheets.
• Maintain attendance and other office-related records.
• Handle printing, scanning, filing, and documentation work.
• Support management and other departments with administrative tasks.
• Ensure smooth functioning of daily office operations.

Required Skills:

• Good communication skills.
• Basic knowledge of MS Office (Word, Excel, Outlook).
• Good organizational and time-management skills.
• Ability to handle multiple tasks.
• Basic computer knowledge.
• Marathi/Hindi/English communication skills will be an advantage.

Qualification:

• Minimum 12th Pass / Graduate.
• Freshers can apply.
• Previous office/admin experience will be an advantage.

Job Type:

Full Time | On-site

We’re currently looking for an executive assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. The main responsibility will include providing support to the Founders. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Experience Required: 1+ years of experience Location: Bengaluru

Responsibilities

• Manage professional and personal scheduling for the Founder, including agendas, mail, email, client management, task management .
• Coordinate complex scheduling and calendar management, as well as content and flow of
• information to the founder.
• Reminding the Director of important tasks and deadlines and ensuring tasks are completed on time.
• Maintain the highest level of confidentiality and adherence to policies and procedures.
• Manage diaries by scheduling, prioritizing, and managing appointments, travel arrangements, and papers for meetings.
• Maintain effective communication and working relationships with key partners and stakeholders at an operational level; the organisation’s senior management team and key internal and external stakeholders.
• Provide support to other members of the Directorates as necessary.
• Maintain professionalism and strict confidentiality with all materials.
• Organize team communications, both internal and external.

About the Role

We are seeking a detail-oriented, proactive, and reliable Trainee Executive to join our operations team(for Australian client). This role is critical in ensuring the smooth delivery of our services through effective client communication, resource scheduling, and administrative excellence.

 Key Responsibilities

- Client Communication: Manage all client interactions via email and phone calls. Respond promptly to inquiries, provide regular updates, resolve issues professionally, and maintain strong client relationships.

- Roster Management: Develop, update, and maintain security officer rosters and schedules. Coordinate shift allocations, handle changes/swaps, and ensure adequate staffing coverage at all client sites.

- CRM Management: Maintain accurate and up-to-date client and operational records in the CRM system. Generate reports, track service delivery, and support data-driven decision making.

- Compliance Management: Ensure all operations comply with Australian security industry regulations, licensing requirements, company policies, and client-specific standards. Assist with audits, documentation, and corrective actions.

- Timesheet Management: Process, review, and approve employee timesheets. Verify accuracy, resolve discrepancies, and support timely payroll processing.

- Additional responsibilities may include operational reporting, identifying process improvements, and collaborating with field teams, management, and other departments.

 Requirement

- Experience: 0 months–1 years of experience.

 Skills :

- Excellent verbal and written communication skills.

- Strong organisational and multitasking abilities with high attention to detail.

- Proficiency in Microsoft, Google Workspace, and CRM systems.

About the company

House AI is an AI interior design app from Addicting Elements LLC that turns a photo of any room, exterior or garden into a photorealistic redesign in about 15 seconds, with 300+ styles on iOS, Android and the web, plus Shop from Image to find the real, in-stock furniture in a finished design across 330 retailers.

This role sits on the Creative team of the Creator Growth Internship Program. Build the before-and-after reveals, app demos and templates that make House AI videos look sharp.

Responsiblities

• Triage the inbox every weekday: draft replies to routine emails and flag what needs a decision.
• Schedule meetings, calls and candidate interviews across Indian and US time zones, and handle every reschedule.
• Send invites, confirmations and reminders, and share an agenda before each meeting.
• Keep a follow-up list of every open promise, who owes it and when it is due.
• Prepare short notes before important calls and write up the next steps after them.

Requirements

• A high school student, a college student or a fresher. There are no degree or grade requirements.
• Very organized and reliable: you check the inbox and calendar every weekday.
• Comfortable with Gmail and Google Calendar, including scheduling for someone else.
• You write short, polite, professional emails.
• Careful and discreet with confidential information.

Details

• Duration: 1 month
• Type: Unpaid, remote, flexible hours. Commission-based affiliate earnings available.
• Perks: Certificate of Completion, Letter of Recommendation

This is a one-month, remote, unpaid internship with a commission-based affiliate earning opportunity. Commission is linked to the results and value generated through eligible content and referrals. The opportunity is suitable for candidates seeking practical social media experience, a creative portfolio, and performance-based earning potential.