Company Description
Xolopak India Ltd is a pioneering company in manufacturing sustainable consumable products for HORECA, Bakery and Home/Personal care industry in India. We operate in B2B and institutional business within this segment and have a pan India presence. Our products include single use wooden cutlery, ice-cream sticks and spoons, cake bases, speciality papers, luxury napkins etc. Our prestigious customers include some of the largest brands in the food and ice-cream industry.
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
7. 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.
Xolopak India Limited is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees
