Executive Assistant

This role is for one of Weekday’s clients
Salary range: Rs 500000 - Rs 1500000 (ie INR 5 - 15 LPA)

Location: Pimpri Pune
JobType: full-time

Reporting To: Managing Director
Experience: 8–12 Years
Role Type: Executive Support / Strategic Coordination

Role Overview

We are looking for a highly organised, proactive, and dependable Executive Assistant to support the Managing Director in managing business priorities, executive coordination, stakeholder engagement, travel, and key organisational initiatives.

The role requires an individual who can function as a trusted extension of the Managing Director’s office, ensuring effective information flow, timely execution of decisions, and seamless coordination across multiple functions. The ideal candidate will demonstrate professional maturity, sound judgement, discretion, strong ownership, and exceptional attention to detail.

This position extends beyond conventional administrative support and requires the ability to manage both business and personal requirements of the Managing Director with complete confidentiality.

Key Responsibilities

1. Managing Director’s Office and Priority Management

• Proactively manage the Managing Director’s calendar, meetings, appointments, travel schedules, and daily priorities.
• Screen, prioritise, and escalate important matters requiring the Managing Director’s attention.
• Prepare daily and weekly briefing notes, meeting packs, dashboards, and background documents to support informed decision-making.
• Maintain structured trackers for commitments, decisions, and action items assigned by the Managing Director.
• Drive timely follow-up and closure of actions across departments.
• Anticipate upcoming requirements and ensure the Managing Director is adequately prepared for important engagements.

2. Executive Coordination and Governance

• Coordinate with CXOs, functional heads, senior management, and other key stakeholders on behalf of the Managing Director.
• Ensure effective follow-through on strategic initiatives, management decisions, and key assignments.
• Prepare meeting agendas, minutes of meetings, action trackers, and follow-up reports.
• Establish clear ownership and timelines for actions arising from management reviews.
• Monitor critical open items, provide regular status updates, and highlight potential delays or risks.

3. Stakeholder Management and Communication

• Act as the primary coordination point between the Managing Director’s office and internal leadership teams, customers, business partners, vendors, consultants, advisors, and senior external stakeholders.
• Manage executive correspondence and ensure communication is timely, accurate, and appropriately prioritised.
• Represent the Managing Director’s office professionally while maintaining confidentiality and discretion.
• Build effective working relationships with internal and external stakeholders to ensure smooth coordination.

4. Travel, Protocol and Executive Logistics

• Manage end-to-end domestic and international travel arrangements for the Managing Director.
• Coordinate flights, accommodation, ground transportation, itineraries, visas, immigration documentation, and travel contingencies.
• Handle personal and family travel arrangements with complete confidentiality.
• Coordinate executive hospitality and protocol for customers, visitors, business partners, and senior stakeholders.
• Ensure seamless arrangements for executive meetings, business visits, events, and other engagements.

5. Expense and Administrative Management

• Coordinate reimbursements, expense statements, invoices, and approvals related to the Managing Director.
• Ensure timely submission and closure of relevant documentation with Finance and Administration teams.
• Maintain accurate, organised, and confidential records relating to the Managing Director’s office.
• Support special assignments, projects, and ad-hoc requirements entrusted by the Managing Director.
• Assist with company secretarial and governance-related coordination, documentation, and follow-ups as required.

Key Deliverables and Success Measures

• Calendar and Priority Management: Proactive management of the Managing Director’s calendar with minimal scheduling conflicts.
• Action Closure: Timely tracking and completion of actions assigned by the Managing Director.
• Executive Preparedness: Accurate and timely briefing material before important meetings and engagements.
• Stakeholder Coordination: Seamless coordination across internal teams and external stakeholders.
• Travel and Logistics: Error-free and timely execution of business and personal travel arrangements.
• Communication: Clear, professional, and timely executive correspondence.
• Confidentiality: Complete protection of sensitive business and personal information.
• Responsiveness: Ability to respond effectively to urgent, changing, and high-priority requirements.

Candidate Profile

Experience

• 4–12 years of experience in Executive Assistance, Executive Office, CEO Office, MD Office, or CXO Office roles.
• Proven experience supporting senior executives in a fast-paced corporate environment.
• Prior experience working with senior leadership and handling confidential information is essential.
• Exposure to international travel coordination and executive-level stakeholder interactions will be preferred.

Education

• Graduate degree in any discipline.
• MBA or a postgraduate qualification from a reputed institution will be an advantage.

Must-Have Skills

• Executive Assistance
• Executive Calendar Management
• Company Secretarial Work
• Executive Coordination
• Stakeholder Management
• Travel and Administrative Management
• Meeting Management and Documentation

Core Competencies

• Executive presence and professional maturity.
• Exceptional organisational and prioritisation skills.
• Strong written and verbal communication.
• Execution, ownership, and follow-through.
• Confidentiality and discretion.
• Problem-solving and decision-support capabilities.
• Attention to detail and accuracy.
• Ability to operate effectively under pressure.
• Proactive and anticipatory thinking.

Personal Attributes

The ideal candidate will be highly dependable, trustworthy, and proactive, with the ability to manage multiple priorities independently. They should be comfortable interacting with senior executives and external stakeholders, remain calm under pressure, demonstrate sound judgement, and adapt to changing business and personal requirements.

Role Expectations

This is a high-trust executive office position that goes beyond conventional administrative support. The successful candidate will act as a reliable execution partner to the Managing Director, ensuring priorities are managed effectively, decisions are followed through, stakeholders remain aligned, and the Managing Director is well prepared for critical business engagements.