Personal Assistant

Position Overview

We are looking for a proactive, well-organized and highly professional Executive Assistant (EA) to support the Managing Director in day-to-day business, administrative, coordination and strategic activities. The role requires excellent communication, confidentiality, multitasking and follow-up skills, with the ability to manage priorities in a fast-paced environment.

Key Responsibilities

• Plan, schedule and coordinate appointments, meetings, reminders, daily commitments and weekly calendars of the Managing Director.
• Receive, screen and prioritize calls and emails; take messages and ensure timely follow-up.
• Assist HNI and VIP customers, including coordination of critical outdoor catering, party orders and VIP reservations.
• Take dictations and prepare professional correspondence, notes and other communications based on instructions from the Managing Director.
• Prepare, edit and compile agendas, meeting minutes, presentations, reports and business documents.
• Organize and maintain physical and digital files, documents and office records while ensuring confidentiality and data security.
• Manage travel arrangements including flight/train bookings, hotel reservations and other travel requirements for the Managing Director and senior executives.
• Coordinate boarding and lodging arrangements for outstation visitors according to their requirements and preferences.
• Conduct primary and secondary research and prepare briefs, reports and presentations within defined timelines.
• Record important discussions and instructions of the Managing Director and convert them into actionable tasks and follow-up plans.
• Coordinate communication related to projects, new launches, expansion and diversification initiatives handled by the Managing Director's office.
• Act as a key point of contact between the Managing Director, employees, customers, vendors and other external stakeholders.
• Track work plans and tasks assigned by the Managing Director and monitor progress and deadlines.
• Coordinate with suppliers and vendors, including international vendors from countries such as China and Italy, regarding quotations, purchase orders, deliveries and payments.
• Obtain and compare quotations from suppliers, vendors and contractors and negotiate for competitive pricing and commercial terms.
• Coordinate procurement of materials and supplies based on the Managing Director's requirements and approvals.
• Coordinate maintenance, repair and upkeep of corporate offices, outlets and store infrastructure as required.
• Assist in induction and training coordination for selected employees associated with the Managing Director's office.
• Handle confidential information and sensitive business matters with a high degree of professionalism and discretion.
• Proactively identify pending matters, follow up with concerned stakeholders and ensure timely closure.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Excellent follow-up and coordination skills.
• Proficiency in MS Office, MS Excel, PowerPoint and email communication.
• Strong drafting, documentation and presentation skills.
• Ability to handle confidential and sensitive information.
• Strong interpersonal and negotiation skills.
• Ability to multitask and manage changing priorities.
• Professional personality with strong attention to detail.
• Ability to interact confidently with HNI/VIP customers, senior management, vendors and external stakeholders.
• Willingness to work with flexible priorities and assigned shifts

Manage the executive’s calendar, appointments, meetings, and schedules.

Coordinate internal and external meetings and maintain meeting calendars.

Prepare presentations, reports, documents, and MIS as required.

Handle emails, correspondence, and follow-ups on behalf of management.

Coordinate with internal departments, clients, vendors, and external stakeholders.

Maintain confidential documents and business information.

Arrange travel, accommodation, and other logistics when required.

Prepare meeting agendas, minutes, and track action items.

Follow up with teams to ensure timely completion of assigned tasks.

Maintain records, files, and important documents.

Support management in day-to-day administrative and operational activities.

Handle multiple priorities and ensure deadlines are met.

 Role : Executive Assistant

Location : Pune - Hadapsar

Experience : 0 to 4 years ( Fresher with good communication can apply)

Job Role & Responsibilities :

•      Planning, scheduling & coordinating appointments & meetings, providing reminders, maintaining & updating diary of daily commitments & weekly calendar on a proactive basis.

•      Interacting with & rendering assistance to select HNI & VIP customers, coordinating certain critical Outdoor Catering & Party Orders, VIP reservations, etc.

•      Receiving calls, taking messages, screening & prioritizing calls & mails.

•      Taking down dictations & appropriately drafting data points & correspondences, proactively responding to queries received through calls/mails based on feedback & preferences conveyed by the Managing Director.

•      Preparing, editing & compiling agendas, minutes, correspondences & presentations.

•      Organizing & maintaining files, documents as well as other office records, both offline & online, preserving & safeguarding confidential data & documents in an efficient manner.

•      Making travel arrangements (ticketing, hotel reservations, etc.) on behalf of the Managing Director & other senior executives, coordinating with outstation visitors & proactively looking after their boarding & lodging arrangements, based on preferences conveyed by the Managing Director.

•      Undertaking primary as well as secondary research & accordingly, developing briefs, reports & presentations as per pre-determined timelines.

•      Proactively observing & recording various discussions/conversations undertaken by the Managing Director from time to time & accordingly, framing action plans.

•      Managing communication pertaining to projects, new launches as well as other such expansion & diversification undertakings that directly come under the purview of the Managing Director.

•      Imparting induction & training to select employees hired for functions that are directly or indirectly associated to those of the Managing Director’s office.

•      Coordinating with outstations suppliers & vendors (China, Italy, etc.) quotations, purchase orders, purchase/ delivery payments. 

•      Responding to various inquiries - internal as well as external, acting as a point of contact between the Managing Director & other employees, tracking the work plan allocated to certain employees by the Managing Director & monitoring timelines with regard to the same.

•      Organizing & maintaining files, documents as well as other office records, both offline & online, preserving & safeguarding confidential data & documents in an efficient manner.

•      Negotiating with various suppliers, vendors & contractors, receiving competitive quotations, making comparisons, making purchases of materials & supplies based on feedback received from the Managing Director.

•      Spearheading all coordination pertaining to maintenance, upkeep & repair of corporate as well as outlet & store infrastructure (on a case to case basis), as per directions & preferences issued by the Managing Director from time to time.

•      Undertaking primary as well as secondary research & accordingly, developing briefs, reports & presentations as per pre-determined timelines.

•      Proactively observing & recording various discussions/conversations undertaken by the Managing Director from time to time & accordingly, framing action plans.

•      EA has to work for 09 hours in a day according to the assigned shift.

•      C/off will be availed in case EA has worked on his/her week off for the said week. It should avail within thirty days and it should not be clubbed with weekly off.

•      EA will get only one weekly off once in a week, it may be any one day in a week (Monday to Sunday).

•      Management has reserved all the rights to take decision time to time if required.

Job Purpose

To provide high-level administrative, organizational, and business support to the Managing Director, ensuring effective management of schedules, meetings, communication, travel, documentation, and confidential information.

Key Responsibilities

Manage the MD’s calendar, appointments, meetings, and daily schedule.

Coordinate internal and external meetings and ensure timely follow-ups.

Prepare meeting agendas, presentations, reports, MIS, minutes, and other business documents.

Handle emails, correspondence, calls, and communications on behalf of the MD.

Coordinate domestic and international travel arrangements, accommodation, itineraries, and logistics.

Act as a key point of contact between the MD and internal teams, clients, vendors, and other stakeholders.

Follow up with departments on tasks, decisions, and action items assigned by the MD.

Maintain confidential records, documents, and business information.

Assist the MD in preparing presentations and reviewing business data and reports.

Organize business meetings, conferences, events, and client interactions.

Maintain a systematic record of important documents, contacts, and commitments.

Support the MD in day-to-day administrative and business coordination.

Handle sensitive and confidential matters with discretion and professionalism.

• Manage the Founder’s calendar, meetings, appointments, and follow-ups.
• Coordinate with internal teams, clients, and external stakeholders.
• Handle emails, calls, correspondence, and important communications.
• Prepare reports, presentations, meeting notes, and business documents.
• Track assigned tasks and ensure timely follow-up and completion.
• Conduct basic research and provide required information to the Founder.
• Assist with meetings, travel arrangements, and official activities.
• Maintain strict confidentiality of business and management information.
• Support the Founder with day-to-day coordination and other professional requirements as assigned.

We’re currently looking for an executive assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. The main responsibility will include providing support to the Founders. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Experience Required: 1+ years of experience Location: Bengaluru

Responsibilities

• Manage professional and personal scheduling for the Founder, including agendas, mail, email, client management, task management .
• Coordinate complex scheduling and calendar management, as well as content and flow of
• information to the founder.
• Reminding the Director of important tasks and deadlines and ensuring tasks are completed on time.
• Maintain the highest level of confidentiality and adherence to policies and procedures.
• Manage diaries by scheduling, prioritizing, and managing appointments, travel arrangements, and papers for meetings.
• Maintain effective communication and working relationships with key partners and stakeholders at an operational level; the organisation’s senior management team and key internal and external stakeholders.
• Provide support to other members of the Directorates as necessary.
• Maintain professionalism and strict confidentiality with all materials.
• Organize team communications, both internal and external.

Job Title: Senior Executive & Executive Assistant to [CEO / C-Suite Leadership]

Location: Ghansoli, Navi Mumbai

Employment Type: Full-time

Experience Level: 4–7 Years

Role Overview

We are seeking a proactive, highly organized, and detail-oriented Senior Executive & Executive Assistant to provide strategic, administrative, and operational support to executive leadership. This high-visibility role acts as the primary liaison between the Executive Office and key internal/external stakeholders, ensuring seamless calendar management, cross-functional project tracking, and overall business execution.

Key Responsibilities

• Executive Support & Calendar Management: Proactively manage complex calendars, resolve scheduling conflicts, coordinate international/domestic travel logistics, and prioritize daily executive workflows.
• Project & Operational Coordination: Track action items from executive meetings, follow up on deliverables with department heads, and ensure key strategic projects progress on schedule.
• Communication & Board Support: Draft executive communications, prepare board decks, build high-impact presentations (PowerPoint/Google Slides), and compile briefing materials prior to critical meetings.
• Meeting & Minutes Governance: Design agendas, take structured meeting minutes, log key decisions, and drive accountability across cross-functional teams.
• Stakeholder & Vendor Management: Serve as the first point of contact for board members, clients, external partners, and vendors, demonstrating discretion and professional diplomatic communication.
• Expense & Workflow Administration: Oversee executive expense reports, coordinate administrative department budgets, and maintain confidential corporate archives.

Qualifications & Requirements

• Education: Bachelor’s degree in Business Administration, Communications, Management, or a related field.
• Experience: 4–7 years of proven experience supporting senior executives (C-level, VP, or Founder level) in a fast-paced corporate or growth environment.
• Tech Stack Skills: Advanced proficiency in Microsoft Office 365 (Excel, PowerPoint, Word), Google Workspace, and project management applications (e.g., Asana, Trello, Jira, or Slack).