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Executive Assistant to CEO/ Senior Management

Administration | Noida, Uttar Pradesh , India | Full Time

Job Description

Open Position: Executive Assistant to CEO/ Senior Management

MAQ Software, a leading global software consultancy is expanding in Noida to support our Fortune 500 customers. Headquartered in Seattle, our India locations include Mumbai, and Hyderabad. Our NOIDA campus is located near Sector 145 Metro station adjoining the proposed Microsoft campus. Our 350,000 square feet, 11 story building is designed by leading architects and consultants. To support environmental sustainability, our campus is LEED Gold certified and takes advantage of the recent advances in energy efficiency and uses 500 kW solar plant.

Job Description: We are seeking a highly organized and proactive Executive Assistant to provide exceptional support to the Senior Managers of MAQ Software. You will be a trusted confidante, managing their calendars, schedules, and ensuring smooth day-to-day operations in the project management office.

Key Responsibilities:

  • Schedule Management:
    • Manage calendars - scheduling appointments, meetings, and travel arrangements.
    • Prioritize tasks and manage competing demands to ensure efficient use of executives' time.
    • Act as a gatekeeper, screening calls, emails, and visitors to ensure only critical matters reach the executives.
  • Communication & Coordination:
    • Draft and proofread correspondence, presentations, and reports for the executives.
    • Facilitate communication between the executives and other departments within the company.
    • Manage and maintain executive databases and contact lists.
  • Travel Management:
    • Arrange travel itineraries, including flights, accommodation, and ground transportation, ensuring smooth travel experiences for the executives.
    • Prepare necessary travel documents and expense reports.
  • Project Management:
  • Manage and prioritize projects assigned by the executives.
  • Conduct research and gather information to support executives' decision-making processes.
  • Prepare briefing materials and presentations for meetings.
  • Office Management:
    • Oversee the smooth functioning of the executive office, ensuring a professional and organized environment.
    • Manage office supplies and equipment.
    • Coordinate with administrative staff for additional support.

Qualifications & Skills:  

  • Bachelor’s or master’s degree or equivalent experience in business administration, engineering, commerce, or a related field.
  • Minimum 3-7 years of experience as an Executive Assistant or similar role, ideally within a corporate environment.
  • Strong organizational, time management, and communication skills.
  • Excellent interpersonal and problem-solving skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software.
  • Ability to work independently, prioritize tasks, and manage multiple deadlines effectively.
  • Discretion, professionalism, and ability to maintain confidentiality.
  • Fluency in English and Hindi languages.

Job location: MAQ Software, A3, Sector 145, Noida 201301

Work Timings:Because of the global nature of our worldwide operations, we must provide executive support 24 x 7. We will staff our project management support team with multiple assistants. Our work shifts require support on the weekends, evenings and in the night shifts (US time).