Position: Executive Assistant
Employment Type: Full-Time
Experience: 1–3 Years
Location: Hyderabad
About Zithara.AI
Zithara.AI provides customer intelligence solutions designed to help jewellery retailers improve customer engagement, increase repeat sales, and drive business growth.
Job Summary
We are looking for a proactive, organised, and detail-oriented Executive Assistant to provide administrative, operational, sales coordination, and project management support to senior management. The ideal candidate should have excellent communication and organisational skills, strong follow-up abilities, and the ability to coordinate across multiple teams while ensuring the timely execution of business activities.
Key Responsibilities:
1. Executive & Administrative Support
- Manage calendars, meetings, appointments, and daily schedules for senior management.
- Handle emails, calls, messages, and official correspondence professionally.
- Prepare meeting agendas, presentations, reports, and other business documents.
- Coordinate travel arrangements, meetings, events, and other administrative requirements.
- Maintain confidential documents, records, and important information.
2. Sales & Business Development Support
- Assist the sales team with lead follow-ups, client communication, and meeting coordination.
- Coordinate sales calls, client meetings, and business discussions.
- Prepare sales presentations, proposals, and other sales-related documents.
- Track sales activities, pending leads, and follow-up actions.
- Coordinate with the sales team to ensure timely updates and smooth execution of business development activities.
3. Project Management & Coordination
- Coordinate project activities, timelines, and deliverables across different teams.
- Track project milestones, deadlines, pending tasks, and action items.
- Maintain project trackers and provide regular progress updates to management.
- Follow up with stakeholders to ensure projects progress according to planned timelines.
- Identify delays, communicate potential challenges, and support timely resolution.
- Coordinate meetings and maintain documentation related to ongoing projects.
4. Recruitment & Employee Coordination
- Assist with resume screening and shortlisting candidates based on job requirements.
- Coordinate interview schedules and communicate with candidates throughout the hiring process.
- Support employee onboarding, documentation, and coordination with new joiners.
- Maintain recruitment trackers and provide updates on hiring progress.
5. Stakeholder & Team Coordination
- Coordinate with internal departments, clients, vendors, and external stakeholders.
- Follow up on assigned tasks and ensure timely communication between teams.
- Track meeting action items and ensure the necessary follow-ups are completed.
- Support management in coordinating day-to-day business operations.
6. Reporting & Operational Support
- Prepare daily and weekly reports, updates, and progress summaries.
- Monitor deadlines, pending activities, and important deliverables.
- Assist management in tracking business priorities and operational activities.
- Handle urgent and ad-hoc assignments efficiently while managing multiple priorities.
- Maintain professionalism, accountability, and confidentiality at all times.
Requirements
- Bachelor’s degree in any discipline.
- 1–3 years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, Project Coordinator, or in a similar role.
- Excellent written and verbal communication skills.
- Strong organisational, coordination, and time-management skills.
- Good knowledge of MS Office and Google Workspace.
- Strong follow-up, problem-solving, and multitasking abilities.
- Basic understanding of sales coordination, client communication, and project tracking.
- Ability to coordinate with multiple teams and manage deadlines effectively.
- High level of professionalism, confidentiality, and attention to detail.
- Ability to work independently, take initiative, and adapt to changing priorities.
Preferred Skills
- Experience in sales coordination, project coordination, or business operations.
- Familiarity with CRM platforms and project management tools.
- Strong interpersonal and stakeholder management skills.
- Ability to anticipate management requirements and take ownership of tasks.
- A proactive approach to problem-solving and process improvement.
Join Zithara.AI and be part of a team focused on customer intelligence, innovation, and business growth.