Executive Assistant to Executive Director

1. Job Details

Job Title: Executive Assistant

Location: Kothrud, Pune

Reporting Authority: Executive Director

2. Job Purpose

To provide high-level strategic, financial, and administrative support to the Executive Director by

managing key initiatives, coordinating departments, assisting in strategic planning and financial

oversight, and ensuring efficient execution of the Executive Directors responsibilities to support

the universitys operational and strategic goals.

3. Key Accountability

Strategic Planning and Executive Support

Collaborate closely with the Executive Director in the development and execution of

university-wide strategic plans.

Conduct research, benchmarking, and data analysis to support strategic initiatives and

institutional goals.

Track progress of key strategic projects and ensure alignment with the universitys vision

and mission.

Draft strategic briefs, white papers, and decision-support documents for leadership

meetings.

Financial Monitoring & Support

Assist in the preparation and review of budgets, expense forecasts, and financial reports

related to the Executive Directors office.

Support financial planning by compiling data from departments, analyzing trends, and

highlighting variances.

Coordinate with the finance team for the timely submission of utilization reports, invoices,

and funding proposals.

Assist in drafting funding proposals, grant applications, and donor reports.

Task and Workflow Management

Manage and prioritize a broad range of administrative and operational tasks on behalf of

the Executive Director.

Create and maintain tracking systems for pending actions, delegated tasks, and key

deliverables.

Ensure timely follow-ups with stakeholders and monitor the closure of assignments across

departments.

Anticipate needs and proactively resolve issues to maintain workflow efficiency.

Executive Communication and Reporting

Draft official communications, reports, and responses to internal and external

stakeholders.

Prepare meeting notes, board presentations, and briefing documents for high-level

meetings.

Act as a point of contact between the Executive Director and academic, administrative,

and external entities.

Handle confidential correspondence and maintain discretion in all communications.

Event and Meeting Coordination

Organize high-level university meetings, including Board of Governors, Academic Council,

and external stakeholder engagements.

Prepare agendas, record minutes, and follow up on action items from meetings.

Ensure end-to-end planning of events involving the Executive Director from logistics to

stakeholder coordination.

Liaise with senior faculty, department heads, trustees, government bodies, and external

collaborators.

Facilitate smooth communication between the Executive Director and cross-functional

teams.

Manage the Executive Directors calendar, appointments, and travel schedules with

accuracy and foresight.

Oversee travel arrangements, including bookings, reimbursements, and travel

documentation.

Maintain records, files, and digital archives related to strategic, financial, and operational

affairs.

4. Person Specification

Personal attributes and style

A strong commitment to MIT WPU and its vision, ambitions, and values

A personal commitment to and record in effective and respectful partnership working

across all staff groups;

Sound judgement and the ability and courage to make difficult but informed decisions,

including on challenging issues;

Exceptional personal and public communication and relations

Minimum Qualification & Experience

Masters degree (required); Masters in Business Administration / Public Administration /

Education Management from Top Institutes such as IIM or ISB.

Additional certifications in Project Management, Finance, or Office Administration will be

an advantage.

Minimum 710 years of experience in executive support, with at least 23 years

supporting senior leadership in a university or large organization.

Proven experience in strategic planning support, financial coordination, and multi-

departmental task management.

Strategic & Analytical Thinking

Ability to understand institutional goals and align support functions accordingly.

Strong research and analytical skills to contribute to reports, proposals, and strategic

decisions.

Financial Acumen

Understanding of budgeting, financial reporting, and variance analysis.

Ability to liaise with finance departments, track expenditures, and assist in planning.

Organizational & Task Management

Strong coordination skills to manage multiple priorities, track deadlines, and ensure timely execution.

Experience with tools like Excel, Trello, Asana, or ERP systems for task tracking.

Communication & Interpersonal Skills

Excellent written and verbal communication in English (and local language, if required).

Professional demeanor with the ability to handle confidential information and interface

with senior stakeholders.

Technology Proficiency

Advanced skills in MS Office (Word, Excel, PowerPoint), Google Workspace.

Experience with digital tools for meetings, communication, and document management

(Zoom, MS Teams, SharePoint, etc.).

Interested applicants can share their resume at recruiter2@ethiqual.co.in