Board-Level Executive AssistantDefMate • Mānesar, Republic Of India, IN
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Board-Level Executive Assistant
DefMate • Mānesar, Republic Of India, IN
2 days ago
Job descriptionDemonstrates a polished, professional presence suitable for senior leadership interaction Strong verbal and written communication with clarity, fluency, and confidence Naturally courteous, grounded, and respectful in all interactions High sense of ownership, discipline, and dependable follow-through Comfortable taking direction with precision and maintaining structure across tasks Strong sense of presentation, organisation, and personal conduct Ability to work closely with leadership with humility, discretion, and emotional intelligence Learns quickly, adapts quickly, and supports leadership with a service-oriented mindset Represents the office with maturity, refinement, and a calm problem-solving approach Manage and prioritise the calendar across professional and personal commitments Ensure meeting readiness with briefs, notes, and key talking points Coordinate internal and external meetings with structured follow-ups Track deliverables and create visibility of progress Assist in leadership reviews, personal appointments, and strategic events Maintain situational awareness to ensure nothing slips through the gaps Act as the primary coordination point for internal and external stakeholders Draft and review leadership communication and email correspondence Maintain a structured database of contacts and key relationships Coordinate discussions with partners, advisors, consultants, and personal networks Represent the leadership office with professional communication standards Build and maintain soft relationships required for smoother travel, visits, and meetings Plan domestic / international travel, accommodation, and documentation Prepare itineraries and manage real-time schedule changes Coordinate logistics for board meetings, conferences, and personal events Build relationships with travel partners (hotels, drivers, support staff) for smooth movement Manage personal arrangements that support leadership’s daily efficiency Track budgets, reimbursements, and travel-related spending Track progress on projects, instructions, and daily priorities Build dashboards, trackers, and summaries for rapid decision-making Coordinate documents, approvals, and workflows across teams Provide day-to-day personal management support to maximise bandwidth Assist in tasks requiring on-ground presence, coordination, or follow-through Enable seamless execution across both work and personal fronts Maintain structured files, contact lists, and digital records Manage renewals, payments, subscriptions, and correspondence Support administrative and personal organisational processes Ensure confidentiality across all activities Build systems that keep leadership organised, prepared, and informed
Executive / Personal Assistant
Location : Gurgaon / Manesar (On-site)
About the Role
We are hiring an Executive / Personal Assistant for the Strategy & Planning Office. The role requires someone who is organised, detail-oriented, and thrives in fast-moving environments. You will work closely with a Member of the Board across multiple businesses to ensure that schedules, communication, travel, meetings, and execution run seamlessly.
This role — ideal for someone who brings professionalism, composure, and a strong service mindset while enabling leadership efficiency across both professional and personal priorities.
What You Will Enable
- Smooth management of professional, operational, administrative, and personal priorities
- Clear coordination across meetings, stakeholders, schedules, and follow-ups
- Strong preparation for reviews, discussions, travel, and daily readiness
- Timely tracking of action items and deliverables with complete situational awareness
- Efficient systems, trackers, workflows, and relationship management
- A well-managed environment that allows leadership to maximise productivity and bandwidth
Your Qualities
Experience Required
3–6 years as EA / Coordinator to CXO, Founder, or Board-level executive
Compensation : ₹8–12 LPA
Job Type : Full-time, On-site
Key Responsibilities
1. Calendar, Meetings & Coordination (25%)
2. Communication & Stakeholder Management (25%)
3. Travel, Logistics & Personal Coordination (20%)
4. Execution, Operational Follow-ups & Personal Support (20%)
5. Administration, Organisation & Personal Systems (10%)
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Executive Assistant • Mānesar, Republic Of India, IN
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