Executive Assistant-cum-Project Manager | Mumbai

Company:

India’s first CAPEX (capital expenditure) enabling platform and FinTech group. It provides highly innovative equipment related solutions across all the segments in India. It has set up a platform to provide a large number of equipment related services right from purchase of the equipment to financing it to recycling the used machinery at the end of the tenure.

Position Overview:

We are seeking a highly organized and proactive individual to join as an Executive Assistant cum Project Manager. This role involves providing high-level administrative support mainly to the CEO and if required to the other CXO team, managing projects, and handling accounts payable tasks, including the preparation and mailing of invoices, letters etc to the vendors.

The Executive Assistant cum Project Manager will be responsible for providing in-depth administrative support to the CEO, managing multiple projects concurrently, and ensuring seamless coordination between various departments, various legal entities and business units. This role requires a strategic thinker with excellent execution, organizational and communication skills.

Reporting to: CEO

Key Responsibilities:

1. Project Management:
   • Take ownership of key projects from initiation to completion, ensuring
     timelines and deliverables are met
   • Coordinate with cross-functional teams to gather project requirements and facilitate effective communication.
2. Communication and Liaison:
   • Act as a primary point of contact between the CEO and internal/external stakeholders
   • Prepare and edit correspondence, reports, and presentations on behalf of the executives.
3. Accounts Payable:
   • Prepare and process invoices accurately and in a timely manner
   • Coordinate with vendors to resolve any invoice discrepancies and ensure timely payment
   • Reconcile accounts payable transactions and maintain vendor records.
4. Information Management:
   • Organize and maintain files, records, and documentation to ensure efficient data retrieval
   • Research and compile information as needed for projects and executive decision-making.
5. New Office setup and Inspection:
   • Help in setting up of new offices PAN India
   • Travel to offices for inspections, ensuring compliance with company standards and policies
   • Provide detailed reports on branch operations, identifying areas for improvement.
6. Budget Monitoring:
   • Assist in budget tracking for projects, events, and other initiatives, ensuring adherence to financial guidelines.
7. Problem Solving:
   • Anticipate and proactively address challenges, providing effective solutions to ensure project and administrative success.
8. Team Collaboration:
   • Foster collaboration and communication among team members to drive project success
   • Assist in the development and implementation of project management best practices.
9. Executive Support:
   • Manage the executive team’s calendars, appointments, and travel arrangements
   • Prepare and organize materials for meetings, ensuring executives are well prepared.

Requirements:

1. Bachelor’s degree in Business Administration, Project Management, or a related field
2. Proven experience as an Executive Assistant to CEO and Project Manager
3. Excellent organizational and multitasking abilities
4. Strong written and verbal communication skills
5. Proficient in project management tools and Microsoft Office suite
6. Ability to work independently and take initiative.