Back Office & Executive Assistant

Job Description: Back Office & Executive Assistant

Position Summary: The Back Office & Executive Assistant is a vital role within the organization, providing comprehensive administrative, operational, and logistical support to ensure smooth and efficient day-to-day operations. This position is responsible for assisting executives and senior management with both routine and ad-hoc tasks, managing back office operations, and maintaining effective communication between departments. The ideal candidate will possess strong organizational skills, attention to detail, and a proactive mindset, ensuring all tasks are completed in a timely and efficient manner.

Key Responsibilities:

• Administrative Support:
• Provide high-level administrative support to executives and senior management, including calendar management, scheduling meetings, and coordinating appointments.
• Handle incoming calls, emails, and other correspondence, ensuring prompt responses and appropriate follow-up.
• Prepare, edit, and proofread documents, reports, and presentations, ensuring accuracy and professionalism.
• Maintain and organize filing systems, both digital and physical, to ensure easy access to critical documents.
  
• Operational Support:
• Manage day-to-day operations of the back office, including maintaining office supplies, liaising with vendors, and ensuring proper office equipment functionality.
• Coordinate travel arrangements, including booking flights, hotels, and transportation for executives and staff, ensuring all logistics are in place.
• Assist with budget tracking and expense reporting for the department or executive team, ensuring accurate and timely submission of financial records.
• Handle confidential and sensitive information with discretion, maintaining a high level of trust and integrity.
  
• Event Coordination:
• Assist in planning and organizing internal and external events such as meetings, conferences, team-building activities, and client events.
• Coordinate logistics, such as catering, transportation, and venue arrangements, ensuring the successful execution of events.
  
• Project Management:
• Support project teams by organizing timelines, tracking progress, and ensuring deadlines are met.
• Assist in coordinating cross-functional projects by communicating with different departments and stakeholders to ensure smooth collaboration and timely delivery of tasks.
  
• Communication & Liaison:
• Act as a liaison between executives and other departments, ensuring clear communication and fostering collaboration.
• Prepare and distribute internal communications, including memos, announcements, and meeting agendas.
  
• General Back Office Operations:
• Oversee and manage the general office environment, ensuring a tidy and efficient workspace for all employees.
• Assist with HR-related tasks such as onboarding new employees, maintaining personnel files, and organizing training sessions.
• Maintain office security protocols, including managing access passes, and ensuring compliance with safety regulations.
  
  
  

Skills & Qualifications:

• Bachelors degree or equivalent experience in business administration, office management, or related field.
• Proven experience (2-3 years) as an executive assistant, administrative assistant, or in a similar back-office role.
• Excellent organizational skills with the ability to prioritize and manage multiple tasks efficiently.
• Strong communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Ability to handle sensitive information with confidentiality and discretion.
• Proactive, self-motivated, and able to work independently or as part of a team.
• Strong attention to detail and problem-solving abilities.
  
  
  

Working Conditions: This position typically works in an office environment, with occasional travel or extended hours based on the needs of the executive team or the company.

The Back Office & Executive Assistant plays a critical role in maintaining the operational integrity and success of the organization, offering a mix of administrative, operational, and strategic support.

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