Job Title

Job DescriptionDesignation - Executive Assistant to CEOLocation - Mahape, Navi MumbaiEducational Qualification - MBA Reporting to - Founder & CEOTotal Work Experience (years) - 4 - 5 yearsRelevant Work Experience (years) - 1 - 3 yearsFixed annual CTC - 6-8 LPAPurpose of this role● The aim of the Individual holding this role will be to increase the overall efficiency of a CEO by ensuring timely and efficient execution of the assigned administrative/operational duties and bringing in bandwidth to the matters handled by the CEO.● Ensure the effective and efficient time usage for providing band-with to them to deal with strategic matters while ensuring operational and administrative matters are well coordinated, executed.● This role needs to be able to handle sensitive and complex issues as a part of the role in professional, objective and confidential manner and become a highly dependent member forthe CEO to depend on to deliver his/her own accountabilities and responsibilities.Key Results and Key Activities:Calendar Management: Manage Calendar and Priorities of CEO:● Manage, organize, and prioritize the CMD's electronic diary, scheduling appointments and conferences by assessing their priority, and coordinating teleconferences to maintain the CMD’s schedule effectively.Secretarial Support:● Ensure Seamless support to CEO’s schedule by providing efficient communication and administrative support for 100% efficiency of work.● Answer and screen calls, manage emails, and interface with domestic and international clients.● Maintain organized paper and electronic filing systems, and ensure accurate transcription of meeting notes.● Track and ensure closure of action points from senior leadership meetings.● Gather and verify information, and prepare reports, presentations, and communication scripts forCEO.● Manage personal finances, expenses, guest relations, and leave for direct reports, maintainingconfidentiality.● Professionally attend to CEO’s guests, organizing arrangements and assisting with hospitalitytasks.Travel Management:● Coordinate & Manage all the travel related logistics for efficient, cost effective and smoother travel experience for CEO.● Arrange detailed travel itineraries and coordinate all travel arrangements for the CEO, including visas, forex, accommodations, flight tickets, and local ground transportation.● Prepare all necessary papers and travel folders for travel purposes, ensuring all documentation is complete and organized.● Proactively monitor schedules through live-tracking and make necessary adjustments to travelarrangements in response to schedule changes.High-Impact projects:● Lead and execute projects to support strategic initiatives to drive organizational success.● Assist the MD’s office in identifying and engaging suppliers in key territories for strategicbusiness growth.● Coordinate and update key stakeholders on internal audits, ISO audits, and critical organizationalprograms.● Ensure seamless execution of cross-functional initiatives by collaborating with internal andexternal stakeholders.Knowledge/Skills/BehaviorsKnowledge (Functional and Non-Technical): ● Total 4-5 years of experience including 1-3 yrs as an Executive Assistant, Personal Assistant orsimilar role with a track record of managing the completing projects on time, drafting.● Master’s degree in business administration, communications, or a related field.Skills (Functional and Non-Technical): ● Strong communication skills in English. Ensure all drafted letters should be error free.● Excellent organizational and time management skills, with the ability to prioritize tasks, efficiently report, maintain checklist & tracker.● Handling matters confidentially and sensitively. Be safeguarding the office of CMD and thecredibility of the office.● Excellent Documentation skills, Filing, retrieval, planning and reviewing skillsBehaviors (Technical and Non-Technical): ● Flexibility to adapt to changing priorities and work independently with minimal supervision.● Hungry and committed to produce work that sets a high bar of excellence.● Excellent attention to detail and ability to maintain high level of accuracyAbout Neptunus:● Across industries, current machinery maintenance practices lead to a lot of wasted time, money,effort and resources. Neptunus’ mission is to Change the Way Maintenance is done in Industry.● By bringing in cutting-edge technology into maintenance, we shall give our Customers higherreliability and uptime of their assets, help them contribute to environmental sustainability, save money in their operations and get higher peace of mind.● We work in the energy sector with a focus on engines and propulsion systems in Marine, Oil &Gas, Defence, Industrial Power Plants in Asia, Middle East, Africa and Europe.