Executive Assistant
Executive Assistant
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Job Description
JOB DESCRIPTIONEXECUTIVE ASSISTANT
POSITION TITLE: Executive Assistant to the Vice Chairman
DESIGNATION Executive Assistant
DEPARTMENT Chairmans Office LOCATION Pune (Chinchwad)
REPORTING TO Vice Chairman
KEY RESPONSIBILITIES
Calendar and Schedule Management: Proactively manage and organize the Vice Chairmans calendar scheduling appointments meetings and travel while optimizing time and resources. Ensure that all key meetings appointments and deadlines are met. Coordinate and prioritize scheduling requests to manage competing demands.
Communication Liaison: Serve as the main point of contact between the Vice Chairman and internal/external stakeholders including staff clients and external partners. Prepare and manage communication including emails phone calls and other correspondence ensuring timely and appropriate responses.
Meeting and Event Coordination: Organize and coordinate meetings conferences and other events including travel arrangements agendas presentations and post-event follow-up. Take notes prepare meeting minutes and track action items to ensure follow-through.
Project Support: Assist with the preparation of reports presentations and other documents as needed. Provide ad-hoc support on projects as directed by the Vice Chairman ensuring timelines and deliverables are met. Research and compile information as required for strategic decision-making.
Travel Coordination: Arrange complex international and domestic travel including flight bookings hotel accommodations and ground transportation. Ensure smooth travel logistics and provide detailed itineraries and travel documentation.
Confidentiality and Discretion: Handle sensitive and confidential information with discretion maintaining the highest level of professionalism and integrity. Protect the Vice Chairmans time by filtering and prioritizing information flow
. Administrative Tasks: Manage office supplies and equipment ensuring the Vice Chairmans workspace is organized and fully equipped. Oversee filing and document management ensuring accuracy and easy access to critical information.
General Support: Support the Managing Director in any other administrative or personal tasks as required. Assist with onboarding new team members and maintaining internal communication systems. Managing Personal Portfolios (House Rents Credit card payments Telephone bills etc.) Guest relation coordination internal departments coordination.
COMPETENCIES/SKILLS:
Exceptional organizational and time management skills with the ability to manage multiple priorities and tight deadlines
Excellent verbal and written communication skills with the ability to interact professionally with a diverse group of stakeholders.
Strong attention to detail and a proactive problem-solving approach.
Advanced proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and familiarity with project management software.
Ability to exercise discretion professionalism and independent judgment
EXPERIENCE: Minimum 4 years of experience in an executive assistant or similar administrative role ideally supporting senior leadership.
Proven experience in managing complex schedules arranging international travel and handling sensitive information.
EDUCATIONAL QUALIFICATION: Management Graduates professionals specialization in business administration management or related field
Employment Type
Full-time
