Secretary / Executive Assistant

This job description is for an Executive Assistant to the Managing Director at Rotortech Energy Solutions Private Limited in Mumbai, India, an active company in the renewable energy service sector. The role requires high-level administrative support, discretion, and a proactive approach in a fast-paced, dynamic industry. 

Job Description: Executive Assistant

Company: Rotortech Energy Solutions Private Limited

Location: Head Office, Mumbai, India

Reports To: Managing Director

Employment Type: Full-Time 

Role Overview

The Executive Assistant will provide comprehensive, high-level administrative, organisational, and personal support to the executive, serving as the primary point of contact for internal and external stakeholders. This role is pivotal in ensuring the executive's time is maximised for high-priority, strategic initiatives related to the company's renewable energy projects and overall business operations in India and internationally. 

Key Responsibilities

• Calendar & Schedule Management:
• Manage a complex and dynamic electronic calendar, including scheduling meetings, appointments, and daily activities across multiple time zones.
• Prioritise meeting requests and proactively resolve scheduling conflicts to ensure efficient use of the executive's time.
• Communication & Liaison:
• Act as the primary liaison, screening and directing phone calls, emails, and visitors with professionalism and discretion.
• Draft, proofread, and edit correspondence, reports, presentations, and internal/external documents on behalf of the executive.
• Ensure smooth communication between the executive's office and internal departments, as well as external clients, vendors, and partners.
• Travel & Event Coordination:
• Manage all aspects of complex domestic and international travel arrangements, including flight bookings, hotel accommodations, local transport, and visa processing.
• Prepare detailed travel itineraries and proactively manage changes or issues during trips.
• Coordinate logistics for internal and external meetings, conferences, and corporate events, including venue booking, catering, and technology setup.
• Documentation & Project Support:
• Prepare agendas, take meeting minutes, and track follow-up action items to ensure timely completion of commitments.
• Organise and maintain a meticulous filing system (both digital and physical) for confidential documents, contracts, and records.
• Assist with special projects and initiatives by coordinating resources, tracking progress, and preparing necessary documentation related to the renewable energy business.
• Financial & Administrative Support:
• Prepare and submit expense reports, manage invoices, and track departmental or project-related expenditures.
• Handle various administrative and occasional personal tasks for the executive with utmost confidentiality and sound judgment. 

Qualifications & Skills

• Experience:
• Minimum of 1-6 years of experience as an Executive Assistant supporting C-level executives or senior management, preferably within the energy, infrastructure, or a related fast-paced industry.
• Experience in a private limited company environment in India is desirable.
• Skills:
• Exceptional organisational, time management, and multitasking abilities with a strong attention to detail.
• Excellent verbal and written communication skills in English are mandatory; proficiency in Hindi and other Indian or foreign Languages is beneficial for business liaison.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with various communication and project management tools.
• Strong problem-solving skills, proactivity, and the ability to work independently with minimal supervision.
• Utmost integrity and ability to handle highly sensitive and confidential information with discretion.
• Professional demeanour, adaptability, and the ability to work effectively with diverse internal and external stakeholders. 

Education

• A bachelor's degree in Business Administration, Commerce, or a related field is preferred.