Executive Assistant

Objective: The Executive Assistant to the Director will act as the key link between the Director’s office and the organisation, managing the Director’s calendar, travel and priorities while overseeing day-to-day office administration. The role requires a proactive, well-organised professional who can coordinate across departments, follow through on pending matters, and handle confidential information with complete discretion.

Experience: 1–5 years of experience as an Executive Assistant, Personal Assistant or Office Administrator, preferably supporting senior leadership.

Qualifications & Skills Required:
•Graduate in any discipline; BBA / B.Com / MBA or a diploma in Office Management will be preferred.
•Excellent written and verbal communication in English and Hindi, including drafting official letters, emails and notes.
•Intermediate in MS Office (Excel; Word; PowerPoint) and Google Workspace / Outlook calendar tools.
•Hands-on experience with online booking platforms for bus, train (IRCTC), flight and hotel reservations.
•Working knowledge of payment portals, net banking, UPI, and corporate credit/debit cards for bookings and vendor payments.
•Strong organisational, time-management and multitasking skills with the ability to prioritise under pressure.
•High level of integrity, confidentiality and professional discretion.
•Confident interpersonal skills to coordinate effectively with HODs, employees, vendors and external stakeholders.
•Proactive, solution-oriented approach with strong follow-up discipline.

Key Responsibilities

• Director’s Office & Calendar Management
• Manage and maintain the Director’s calendar, including scheduling appointments, meetings, calls and reminders.
• Priorities and resolve scheduling conflicts, keeping the Director informed of daily and weekly commitments.
• Act as the point of coordination between the Director’s office and Heads of Departments (HODs), ensuring timely flow of information, approvals and updates.
• Prepare meeting agendas, briefing notes and minutes, and track action points to closure.

2. Travel Desk Management
   •Handle end-to-end travel arrangements for the Director and employees, including bus, train and flight bookings and hotel reservations.
   •Compare fares, routes and hotel options across portals to secure the most cost-effective and convenient choices.
   •Prepare travel itineraries and manage changes, cancellations and refunds promptly.
3. Office Administration & Operations
   •Oversee overall office administration and ensure smooth day-to-day office operations.
   •Maintain office records, files and documents in an organised manner, both physical and digital, with proper confidentiality.
   •Manage office supplies, stationery and inventory; monitor stock levels and place orders on time.
4. Facility & Vendor Management
   •Coordinate facility, housekeeping, security and office-maintenance activities to ensure a clean, safe and functional workplace.
   •Coordinate with vendors and service providers for quotations, service delivery, AMCs and issue resolution.
   •Monitor vendor performance and escalate service gaps to management.

5. Administrative Expenses & Payments
   •Manage administrative expenses and maintain basic expense tracking and records.
   •Operate payment portals and corporate cards for bookings, subscriptions and vendor payments within approved limits.
   •Maintain bills, invoices and receipts and share expense summaries with the Accounts team and Director as required.
6. Meetings, Events & Company Activities
   •Coordinate internal and external meetings, including venue, logistics, attendees and documentation.
   •Plan and execute company events, celebrations and activities in coordination with relevant departments.
7. Follow-ups, Escalations & Special Projects
   •Identify pending issues across departments, follow up for closure and escalate unresolved matters to management.
   •Support special projects and assignments given by the Director, including research, data compilation and reporting.
   •Take a proactive approach to problem-solving, anticipating needs and resolving issues before they escalate.