Executive Assistant

Job Title :

Executive Assistant to Director

Department :

Corporate / Director’s Office

Location : Pune

Job Purpose :

To provide high-level executive, administrative, and operational support to the Director by managing schedules, communications, confidential information, and coordination with internal and external stakeholders. The role requires exceptional organizational skills, professionalism, and the ability to work efficiently in a fast-paced environment.

Key Responsibilities :

1. Executive Support & Coordination

Act as the first point of contact for the Director — managing and prioritizing all correspondence, calls, and requests.

Maintain the Director’s calendar, schedule meetings, appointments, and travel itineraries.

Ensure timely preparation of agendas, presentations, and briefing materials for meetings.

Track and follow up on key action points and decisions from meetings.

2. Communication & Liaison

Draft, review, and manage professional correspondence, reports, and internal communications.

Liaise effectively with senior management, department heads, clients, and external partners.

Handle confidential information with discretion and maintain professional integrity.

3. Documentation & MIS

Assist in preparing and reviewing business reports, MOMs (Minutes of Meeting), dashboards, and presentations.

Support data management, filing systems, and maintain up-to-date records for the Director’s office.

Coordinate with HR, Finance, and Project teams to gather periodic updates for management review.

4. Project & Task Management

Monitor ongoing strategic and operational initiatives on behalf of the Director.

Coordinate with cross-functional teams to ensure timely progress on key deliverables.

Prepare periodic progress summaries and highlight pending actions for leadership review.

5. Travel & Event Management

Plan and organize business travel, accommodation, and logistics.

Coordinate for corporate events, conferences, and internal meetings.

Qualifications & Experience :

Education :

Graduate / Post Graduate in Business Administration, Commerce, or related field.

Experience :

5–10 years of experience as an Executive Assistant / Personal Assistant supporting senior leadership (Director / CXO level).

Industry Preference :

Real Estate, Construction, Infrastructure, or Corporate Office setup.

Key Skills & Competencies :

Strong organizational and multitasking abilities.

Excellent verbal and written communication skills.

Proficient in

MS Office (Word, Excel, PowerPoint, Outlook)

Professional demeanor with discretion and confidentiality.

Ability to handle pressure, prioritize tasks, and work independently.

High attention to detail and follow-through.

Key Attributes :

Proactive and resourceful.

High integrity and reliability.

Positive attitude and people management skills.

Business understanding and confidentiality awareness.

Working Relationship :

Internal :

Director, Department Heads, HR, Admin, Finance, and Project Teams.

External :

Clients, Vendors, Consultants, and Senior Stakeholders.