Executive Assistant

SWITS DIGITAL Private Limited; Goregaon; On-site; INR 1,200,000 - 2,000,000; Full time

Job summary

SWITS DIGITAL Private Limited in Mumbai seeks an experienced Executive Assistant to support the MD/CEO with calendar and travel management, meeting coordination, and high-level administrative tasks.

The role requires strong organizational, communication, and multitasking abilities, plus proficiency in MS Office and Outlook. You will liaise with stakeholders and ensure confidentiality across executive operations.

Qualifications

• Experience in calendar and diary management for senior leaders.
• Experience in travel management, domestic and international.
• Executive support experience for MD/CEO or senior leadership.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.

Responsibilities

• Manage the MD/CEO's calendar, appointments, meetings, and events.
• Coordinate domestic and international travel, including flight bookings, hotel reservations, visa processing, and itinerary planning.
• Organize internal and external meetings, prepare meeting agendas, presentations, and minutes (MoM).
• Screen calls, emails, and correspondence, ensuring timely responses and follow-ups.
• Act as primary point of contact between the MD/CEO and stakeholders.
• Prepare reports, presentations, and documents using MS Office.
• Coordinate board and leadership meetings and executive reviews.
• Maintain confidential files and sensitive information with discretion.
• Track action items and ensure timely completion of tasks.
• Coordinate with departments for business updates and requirements.
• Manage expense reports, reimbursements, and travel documentation.
• Handle vendor coordination and logistics for events and meetings.
• Perform general administrative duties for smooth operations.

Skills

Calendar management

Travel management

Executive support

MS Office

Outlook

Communication skills

Organizational skills

Stakeholder management

Discretion / confidentiality

Education

Bachelor's degree

Tools

Microsoft Outlook

MS Office

Job description

Executive Assistant (Calendar & Travel Management)

Job Title: Executive Assistant to MD / CEO

Location: Mumbai

Experience: 4–8 Years

Employment Type: Full-Time

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Managing Director (MD) / Chief Executive Officer (CEO). The ideal candidate should have excellent organizational, communication, and multitasking skills, with proven experience in calendar management, travel management, meeting coordination, and executive support.

Key Responsibilities

• Manage the MD/CEO's calendar, schedule appointments, meetings, and business events.
• Coordinate domestic and international travel, including flight bookings, hotel reservations, visa processing, and itinerary planning.
• Organize internal and external meetings, prepare meeting agendas, presentations, and minutes of meetings (MoM).
• Screen calls, emails, and correspondence, ensuring timely responses and follow-ups.
• Act as the primary point of contact between the MD/CEO and internal/external stakeholders.
• Prepare reports, presentations, and business documents using Microsoft Office applications.
• Coordinate board meetings, leadership meetings, and executive reviews.
• Maintain confidential files, records, and sensitive business information with utmost discretion.
• Track action items and ensure timely completion of assigned tasks.
• Coordinate with various departments for business updates and executive requirements.
• Manage expense reports, reimbursements, and travel-related documentation.
• Handle vendor coordination and logistics for business events and executive meetings.
• Perform general administrative duties to ensure smooth day-to-day executive operations.

Required Skills

• Strong experience in calendar and diary management.
• Expertise in travel management (domestic & international).
• Executive support experience for MD, CEO, CXO, or senior leadership.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Outlook and MS Office (Word, Excel, PowerPoint).
• Meeting coordination and minutes of meeting (MoM) preparation.
• Presentation preparation and document management.
• Excellent stakeholder management skills.
• High level of confidentiality and professionalism.

Preferred Qualifications

• Bachelor's Degree in Business Administration, Commerce, Management, or a related field.
• 4–8 years of experience as an Executive Assistant, Personal Assistant, or Executive Secretary supporting senior leadership.
• Experience working in a corporate or multinational organization is preferred.

Preferred Competencies

• Excellent time management.
• Attention to detail.
• Problem‑solving skills.
• Ability to prioritize multiple tasks.
• Strong interpersonal skills.
• Professional etiquette.
• Ability to work under pressure and meet deadlines.