Executive Assistant

We're Hiring Executive Assistant to Director

Join Our Team and Be the Right Hand to Senior Leadership!

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to Director who can provide comprehensive administrative and strategic support to the Director. This role demands exceptional organizational skills, excellent communication abilities, sound judgment, and the capability to manage multiple priorities in a fast-paced business environment.

The ideal candidate will serve as a trusted partner to the Director, ensuring smooth day-to-day operations, effective coordination across departments, and seamless execution of executive responsibilities while maintaining the highest level of confidentiality and professionalism.

Position Details

Position: Executive Assistant to Director

Department: Administration / Executive Office

Experience: 37 Years (Experience in Manufacturing Industry Preferred)

Location: Wadala, Mumbai

Employment Type: Full-Time

Salary Range: Upto 9 LPA

Key Responsibilities

1. Executive Calendar Management & Scheduling

• Manage the Director's daily calendar, appointments, meetings, and business commitments efficiently.
• Prioritize schedules based on urgency, business importance, and organizational objectives.
• Coordinate internal and external meetings while ensuring optimal utilization of the Director's time.
• Prepare meeting schedules and send reminders to relevant stakeholders.
• Ensure the Director is fully prepared by arranging necessary documents, presentations, reports, and briefing notes before meetings.

2. Communication & Correspondence Management

• Act as the primary point of contact between the Director and internal/external stakeholders.
• Screen and manage incoming calls, emails, and official communications.
• Draft professional correspondence, letters, reports, presentations, speeches, and business documents.
• Coordinate communication with clients, vendors, consultants, government authorities, and senior executives.
• Ensure timely responses and maintain professional communication standards at all times.

3. Information & Confidential Data Management

• Collect, organize, maintain, and update confidential records, reports, and important business documents.
• Maintain both physical and digital filing systems for easy retrieval of information.
• Handle highly confidential business information with integrity and discretion.
• Monitor documentation processes to ensure accuracy and compliance with company standards.

4. Meeting & Event Coordination

• Organize board meetings, management reviews, conferences, and executive discussions.
• Prepare meeting agendas and circulate relevant documents in advance.
• Record Minutes of Meetings (MOM) and track action points.
• Follow up with concerned departments for timely completion of assigned tasks.
• Coordinate corporate events, business visits, and leadership engagements.

5. Travel & Logistics Management

• Plan and coordinate domestic and international travel arrangements for the Director.
• Book flight tickets through airline portals, arrange hotel accommodations, transportation, and other travel logistics.
• Prepare detailed travel itineraries, including schedules, contact details, and meeting plans.
• Coordinate with travel agencies, vendors, and internal teams to ensure smooth travel experiences.
• Manage travel-related documentation and expense records.

6. Project Coordination & Task Management

• Assist the Director in managing strategic projects, initiatives, and organizational priorities.
• Track project timelines and ensure timely completion of assigned activities.
• Coordinate with cross-functional departments to monitor progress and resolve bottlenecks.
• Prepare project status reports, dashboards, and presentations for management review.
• Follow up on pending action items and ensure accountability across teams.

7. Administrative & Operational Support

• Handle day-to-day executive administrative activities efficiently.
• Coordinate with HR, Finance, Purchase, Operations, and other departments whenever required.
• Maintain office records, official documents, approvals, and executive files.
• Support business planning and organizational initiatives through effective coordination.

8. Stakeholder Relationship Management

• Build and maintain strong working relationships with internal teams and external business associates.
• Act as a liaison between the Director and various departments to ensure smooth communication and execution.
• Represent the Director professionally during interactions with stakeholders whenever necessary.

9. Confidentiality & Professionalism

• Handle sensitive business information with absolute confidentiality.
• Demonstrate integrity, maturity, and professionalism in every interaction.
• Exercise sound judgment while dealing with confidential matters and executive decisions.

Desired Skills & Competencies

• Excellent verbal and written communication skills
• Outstanding organizational and multitasking abilities
• Strong interpersonal and coordination skills
• Ability to work under pressure and meet deadlines
• Exceptional planning and time management skills
• High level of professionalism and discretion
• Strong analytical and problem-solving abilities
• Proficiency in MS Office (Word, Advance Excel, PowerPoint, Outlook)
• Should have experience in AI tools (ChatGPT, Claude Ai Etc.)
• Experience in preparing reports, presentations, and executive documentation
• Ability to independently manage multiple assignments with minimal supervision

Educational Qualification

• Bachelor's Degree in any discipline (MBA or relevant qualification will be an added advantage).
• Certification in Executive Assistance, Business Administration, or Office Management is preferred.

Preferred Candidate Profile

• 37 years of experience as an Executive Assistant, Personal Assistant, or Executive Secretary to senior leadership.
• Prior experience in a Manufacturing or Corporate environment will be an advantage.
• Highly organized, proactive, and capable of maintaining confidentiality.
• Strong professional etiquette and a positive attitude with excellent attention to detail.

Why Join Us?

• Opportunity to work directly with senior leadership.
• Exposure to strategic business initiatives and decision-making.
• Professional growth in a dynamic and fast-paced environment.
• Collaborative work culture with opportunities for learning and career advancement