Executive Assistant

Itzelbaath; Gurugram District; On-site; INR 400,000 - 700,000; Full time

Job summary

Itzelbaath in Gurugram is seeking an Executive Assistant to provide comprehensive administrative support to senior leadership. You will manage calendars, coordinate meetings, prepare reports, and handle confidential information with discretion.

The role requires excellent communication, coordination, and time-management skills, the ability to handle multiple priorities in a fast-paced environment, and a proactive, organized approach to daily office operations.

Qualifications

• Graduate in any discipline; preferably Business Administration, Management, or related field.
• Certificate or diploma in Executive Assistance or Office Administration is an advantage.
• Strong working knowledge of MS Office (Word, Excel, PowerPoint and Outlook).
• Familiarity with virtual meeting platforms and calendar management tools.

Responsibilities

• Manage the executive's calendar, appointments, meetings, and daily schedules.
• Coordinate internal and external meetings and ensure timely reminders.
• Organise domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Prepare agendas, presentations, and briefing documents and record meeting minutes.
• Track action points and ensure timely closure of assigned tasks; maintain confidentiality.

Skills

Proactive

Organised

Communication

Time management

Education

Bachelor's degree or equivalent

Diploma in Executive Assistance or Office Administration

Tools

MS Office Suite

Job description

Job Title: Executive Assistant
Department: Administration / Executive Office
Location: Sec 37, Gurugram
Employment Type: Full-Time

1. Job Purpose

We are looking for a proactive, organised, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to senior leadership. The individual will be responsible for managing schedules, coordinating meetings, handling correspondence, preparing reports, maintaining confidential information, and ensuring smooth day-to-day functioning of the executive office.

The ideal candidate should possess excellent communication, coordination, time-management, and organisational skills, along with the ability to handle multiple priorities in a fast-paced business environment.

2. Key Responsibilities

A. Calendar & Schedule Management

• Manage the executive's calendar, appointments, meetings, and daily schedules.


• Coordinate internal and external meetings and ensure timely reminders.


• Prioritise appointments and manage schedule conflicts effectively.


• Organise domestic and international travel arrangements, including flights, accommodation, and itineraries.

B. Communication & Coordination

• Handle emails, phone calls, correspondence, and other communications on behalf of senior leadership.


• Coordinate with internal departments, clients, vendors, and external stakeholders.


• Follow up on important tasks, decisions, and pending action items.


• Ensure timely communication and smooth information flow between departments.

C. Meeting & Documentation Management

• Schedule meetings and prepare agendas, presentations, and briefing documents.


• Record meeting minutes and circulate them to relevant stakeholders.


• Track action points and ensure timely closure of assigned tasks.


• Prepare and maintain reports, presentations, and management documents.

D. Administrative & Operational Support

• Manage day-to-day administrative activities of the executive office.


• Maintain important files, records, documents, and confidential information.


• Coordinate travel expenses, reimbursements, bills, and other administrative requirements.


• Support special projects, business initiatives, and management assignments.

E. Executive Support & Follow-ups

• Act as a point of coordination between senior management and internal teams.


• Monitor progress on key assignments and follow up with respective stakeholders.


• Anticipate management requirements and proactively address administrative needs.


• Handle sensitive and confidential matters with professionalism and discretion.

3. Required Qualifications

• Graduate in any discipline; preferably Business Administration, Management, or a related field.


• Additional certification or diploma in Executive Assistance or Office Administration will be an advantage.


• Strong working knowledge of MS Office (Word, Excel, PowerPoint and Outlook).


• Familiarity with virtual meeting platforms and calendar management tools.

4. Experience

• 1-3 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or in a similar role.


• Experience supporting CXOs, Directors, or senior management will be preferred.


• Prior experience in a corporate or professionally managed organisation is desirable.