Assistant (EA)

Job description

Office Associate

Location: Onsite in Hapur, Uttar Pradesh

Department: Support Operations

Reporting to: India CEO

Type: Full-Time

About GCRS Group

GCRS Group is an international regulatory consultancy supporting brands in cosmetics, fragrance, personal care and regulated consumer products across global markets.

We work with scaling brands, manufacturers and multi-market portfolios to ensure compliance, market entry readiness and long-term regulatory strategy.

About the Role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant / Office Assistant to support the CEO in managing day-to-day administrative and operational activities. This role is critical in ensuring the smooth functioning of the office and enabling the CEO to focus on strategic priorities.

The ideal candidate will be a multitasker with excellent communication skills, a high level of discretion, and the ability to manage multiple responsibilities efficiently in a fast-paced environment.

Key Responsibilities

Executive Support

• Manage and maintain the CEO’s daily schedule, appointments, and meetings with precision.
• Coordinate internal and external meetings, including preparing agendas, notes, and follow-ups.
• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Handle confidential information with utmost professionalism and discretion.
• Assist in prioritizing tasks and ensuring timely completion of commitments.

Calendar & Travel Management

• Efficiently plan and manage the CEO’s calendar, including scheduling, rescheduling, and reminders.
• Coordinate travel arrangements (flights, accommodation, transportation) when required.
• Ensure seamless day-to-day planning to optimize the CEO’s productivity.

Office Administration

• Oversee daily office operations and ensure a well-organized, efficient workspace.
• Maintain office supplies inventory and coordinate procurement as needed.
• Ensure cleanliness, organization, and functionality of the CEO’s workspace and meeting areas.
• Manage incoming calls, emails, and correspondence on behalf of the CEO.

Coordination & Communication

• Liaise with different departments to ensure smooth workflow and communication.
• Follow up on tasks, deadlines, and deliverables across teams.
• Draft, review, and manage emails, documents, reports, and presentations of CEO.
• Maintain proper documentation and filing systems (digital and physical).

Meeting & Event Management

• Organize meetings, conferences, and internal events.
• Prepare meeting materials, take minutes, and track action items.
• Ensure timely follow-ups on key decisions and discussions.

General Assistance

• Handle day-to-day ad hoc tasks as required by the CEO.
• Be proactive in identifying needs and taking initiative without constant supervision.
• Ensure the CEO’s work environment is well-managed and distraction-free.

Required Skills & Qualifications

• Bachelor’s degree in any discipline.
• Proven experience as an Executive Assistant, Personal Assistant, or Office Assistant.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint) and email management.
• Ability to multitask and prioritize effectively.
• High level of professionalism, integrity, and confidentiality.
• Strong attention to detail and problem-solving abilities.

Preferred Qualities

• Proactive and self-driven personality.
• Ability to work independently with minimal supervision.
• Strong interpersonal skills and a positive attitude.
• Adaptability and willingness to take on diverse responsibilities.

Work Environment

• This is on-site role based in Hapur, Uttar Pradesh.
• The role requires physical presence in the office for 8 hours daily.
• A dynamic and fast-paced work environment with direct exposure to leadership.

Why Join Us

• Opportunity to work closely with the CEO and gain valuable business exposure.
• Dynamic work environment with learning and growth opportunities.
• A role that offers responsibility, ownership, and impact.