Experience: 3–8 years
Location: Andheri, Mumbai
Role Overview
We are seeking a highly organised and proactive Executive Assistant to support the Managing Director in a fast-paced environment. This role requires strong coordination, discretion, and follow-through capabilities to manage schedules, communications, and key administrative priorities while ensuring seamless day-to-day functioning of the MD's office.
Key Responsibilities
Calendar & Schedule Management
- Manage and prioritise the Managing Director's calendar, including meetings, internal reviews, and external engagements
- Coordinate across stakeholders to ensure optimal scheduling and time management
- Anticipate scheduling conflicts and proactively resolve them
Travel & Itinerary Management
- Plan and coordinate domestic and international travel, including flights, accommodation, visas, and logistics
- Prepare detailed travel itineraries and ensure smooth execution of travel plans
- Handle last-minute changes efficiently
Coordination & Follow-ups
- Act as a central point of coordination between the MD and internal/external stakeholders
- Track key action items and ensure timely follow-ups across teams
- Facilitate communication and ensure closure on priority tasks
Stakeholder & Communication Management
- Manage correspondence on behalf of the MD, including emails, calls, and meeting requests
- Maintain professionalism and confidentiality in all interactions
- Build effective working relationships with senior stakeholders
Vendor Coordination & Negotiation
- Liaise with travel vendors, hotels, and service providers to ensure cost-effective arrangements
- Negotiate rates and terms while maintaining quality standards
Documentation & Reporting
- Prepare meeting agendas, minutes, and presentations as required
- Maintain organised records of key documents and communications
Key Requirements
- Bachelor's degree (mandatory)
- 3–8 years of experience as an Executive Assistant or in a similar role supporting senior leadership
- Strong coordination, organisation, and follow-up skills
- Proven experience in calendar management and travel planning
- Good negotiation skills, particularly with vendors and service providers
- Excellent verbal and written communication skills (English)
- High level of discretion, professionalism, and attention to detail
- Ability to work in a high-pressure, dynamic environment
- Strong problem-solving mindset and ownership-driven approach
