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Executive Assistant to Managing Director –

This job is to support the Managing Director (MD) in day-to-day work and help things run smoothly.

Location- Pune (Hadapsar)

Only Male candidates

Main work includes:

• Managing the MD’s daily schedule, meetings, and appointments
• Answering phone calls and emails, taking messages, and sharing important information with the MD
• Helping with VIP customers, special catering orders, and important reservations
• Writing emails, letters, reports, and presentations as instructed by the MD
• Keeping important and confidential documents safe and well-organized
• Making travel and hotel bookings for the MD and senior staff
• Coordinating with suppliers and vendors (including overseas) for orders, payments, and follow-ups
• Helping the MD with new projects, store launches, and business expansion
• Following up with employees on tasks given by the MD and checking deadlines
• Helping with office, store, and outlet maintenance work
• Doing basic research and preparing information when needed
• Training new employees who work closely with the MD’s office
• 
  

Working rules:

• Work 9 hours per day as per shift
• One weekly off (any day from Monday to Sunday)
• If you work on your weekly off, you will get a compensatory off within 30 days
• Management can make changes if needed

We have opening for Executive Personal Assistant for a Restaurant chain in Hadapsar

Experience : 0 to 2 years ( Fresher with good communication apply)

Role :

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 Chairman.

 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 Chairman & other senior executives, coordinating with outstation visitors

& proactively looking after their boarding & lodging arrangements, based on

preferences conveyed by the Chairman.

 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 Chairman 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 Chairman.

 Imparting induction & training to select employees hired for functions that are

directly or indirectly associated to those of the Chairman’s office.

 Coordinating with outstations suppliers & vendors (China, Italy, etc.)

quotations, purchase orders, purchase/ delivery Payment’s.

 Responding to various inquiries - internal as well as external, acting as a point

of contact between the Chairman& other employees, tracking the work plan

allocated to certain employees by the Chairman& 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 Chairman.

 all coordination pertaining to maintenance, upkeep & repairs of corporate as

well as outlet & store infrastructure (on a case to case basis), as per directions

& preferences issued by the Chairman 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 Chairman from time to time & accordingly, framing action

plans.

Role : Executive Personal Assistant

Fresher can also apply

Location : Hadapsar ( Pune)

Key Responsibilities

1. Calendar & Office Management

• Plan, schedule, and coordinate appointments, meetings, and events for the Managing Director.
• Maintain and update daily and weekly calendars proactively.
• Provide timely reminders and ensure smooth workflow management.
• Organize and maintain physical and digital files, documents, and confidential records.

2. Communication & Coordination

• Receive, screen, and prioritize calls, emails, and messages for the MD.
• Act as a liaison between the MD and employees, departments, and external stakeholders.
• Handle VIP/HNI customer interactions, reservations, and special ODC/party orders.
• Manage communication related to projects, new launches, and expansion initiatives under the MD’s purview.
• Respond to internal and external inquiries and track work plans assigned by the MD.

3. Documentation & Reporting

• Take dictations and draft correspondences, data points, and responses based on the MD’s preferences.
• Prepare, edit, and compile agendas, minutes of meetings, reports, presentations, and briefs.
• Observe discussions conducted by the MD and translate them into actionable plans for execution.

4. Travel & Hospitality Coordination

• Arrange domestic and international travel, ticketing, hotel bookings, and logistics for the MD and senior executives.
• Coordinate boarding and lodging for outstation visitors based on MD’s instructions.

5. Vendor, Supplier & Procurement Coordination

• Coordinate with international suppliers and vendors (e.g., China, Italy) regarding quotations, purchase orders, and shipments.
• Negotiate with suppliers, contractors, and vendors to obtain competitive pricing.
• Manage purchase comparisons, approvals, and payments.

6. Operational & Infrastructure Support

• Oversee maintenance, upkeep, and repair work of corporate offices, outlets, and store infrastructure.
• Coordinate on a case-by-case basis as per MD’s directions.

7. Research & Analysis

• Undertake primary and secondary research on assigned topics.
• Prepare detailed briefs, reports, and presentations within stipulated timelines.

8. Employee Training & Onboarding

• Assist in induction and training of employees associated with or supporting the MD’s office