Executive Assistant

Job Title: Executive Assistant to Managing Director & Leadership Team

Location: Pune

Job Type: Full-Time

Department: Administration / Executive Office

Reports To: Managing Director & Leadership Team

CTC- 9-10 lacs per annum

Job Overview: We are seeking a highly organized, proactive and detail-oriented Executive Assistant to support the Managing Director and Leadership Team. The role requires exceptional coordination skills, discretion and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will act as a trusted partner, ensuring seamless executive operations and communication.

Key Responsibilities (KRAs):

1. Calendar & Schedule Management • Manage and maintain complex calendars for the MD and leadership team • Coordinate internal and external meetings across • Prioritize appointments and ensure optimal time management • Handle last-minute changes and schedule conflicts efficiently

2. Travel & Logistics Management • Plan and coordinate domestic and international travel (flights, visas, accommodation, transport) • Prepare detailed travel itineraries and briefing documents • Manage travel budgets and ensure cost optimization • Handle travel-related contingencies and on-ground coordination

3. Meeting Coordination & Documentation • Schedule and organize leadership meetings, board meetings and reviews • Attend meetings and prepare accurate Minutes of Meeting (MOM) • Track action items and ensure timely follow-ups • Prepare presentations, reports and briefing notes for meetings

4. Event & Engagement Management • Plan and execute company events, annual day & offsites activities • Coordinate with vendors for events, conferences and corporate gatherings • Manage budgets, logistics and end-to-end execution of events • Ensure high-quality experience and brand alignment

5. Stakeholder & Communication Management • Act as a point of contact between MD, leadership team and internal/external stakeholders • Draft professional emails, communications and announcements • Maintain confidentiality and handle sensitive information with discretion • Build strong working relationships across departments 6. Administrative & Operational Support • Manage documentation, records and executive correspondence • Support in preparing MIS reports, dashboards and data analysis • Coordinate with cross-functional teams for business updates • Assist in project tracking and execution support

6.. Office Coordination & Process Improvement • Streamline administrative processes and improve efficiency • Liaise with vendors, travel agencies and service providers • Ensure smooth day-to-day functioning of executive office • Identify areas for automation and process enhancement Required Skills & Competencies: • Excellent organizational and multitasking abilities • Strong communication (written & verbal) skills • High level of professionalism and confidentiality • Proficiency in MS Office (Excel, PowerPoint, Outlook) • Strong problem-solving and decision-making skills • Ability to work under pressure and meet tight deadlines • Attention to detail and accuracy

Qualifications & Experience: • Bachelor's degree in Business Administration or related field • 5–10 years of experience as an Executive Assistant to senior leadership/MD/CXO level • Proven experience in managing international travel and high-level meetings

Experience in event management and vendor coordination preferred Key Attributes: • Proactive and self-driven • High emotional intelligence and interpersonal skills • Strong sense of ownership and accountability • Flexibility to work beyond standard hours when required Working Conditions: • Work Environment: Office setting. • Hours: Full-time, standard business hours with occasional overtime as required. Benefits: • Competitive salary and performance-based incentives. • Comprehensive health insurance. • Professional development opportunities