Executive Assistant

Vivre Panels; Kolkata District; On-site; INR 600,000 - 900,000; Full time

Job summary

Vivre Panels in Salt Lake, Kolkata, seeks an Executive Assistant to the Director's Office to serve as the right hand for internal and external coordination. You will manage the Director's schedule, meetings, and communications, and coordinate with multiple departments to ensure timely execution of priorities.

The role requires exceptional English, organizational excellence, and the ability to multitask in a fast-paced setting.

Qualifications

• Bachelor's degree in any discipline.
• Experience as an Executive Assistant or similar role supporting senior leadership is highly preferred.
• Proactive, resourceful and capable of handling multiple responsibilities simultaneously.
• Strong verbal and written communication and stakeholder management skills.
• Ability to work independently in a dynamic, high-pressure environment.

Responsibilities

• Serve as the right hand to the Director for internal and external coordination.
• Manage the Director's schedule, calendar, meetings, task lists, reminders and communications.
• Coordinate with Sales, Marketing, Operations, HR, Admin and Finance to ensure timely execution of priorities.
• Track delegated tasks, follow up, and maintain status dashboards for accountability.
• Prepare presentations, reports, SOPs, meeting notes, and Excel trackers.
• Organize meetings with agendas, record MoM, and drive action items to completion.
• Coordinate travel arrangements and other logistics for the Director.
• Maintain confidentiality and handle sensitive information with discretion.

Skills

Organization

Time management

English communication

Interpersonal skills

Attention to detail

Stakeholder management

Independence

Integrity

Education

Bachelor's degree

Tools

MS Excel

Job description

Job Description Executive Assistant (Director's Office)

Position: Executive Assistant
Department: MDO
Employment Type: Full-Time
Working Days: 6 Days a Week (Monday - Saturday)
Location: Salt Lake, Sector V, Kolkata

Key Responsibilities

• Serve as the right hand to the Director for all internal and external coordination.
• Manage the Director's day-to-day schedule, calendar, meetings, task lists, reminders, and communications.
• Coordinate with all departments (Sales, Marketing, Operations, HR, Admin, Finance, etc.) on behalf of the Director to ensure timely execution of priorities.
• Track all delegated tasks, conduct regular follow-ups, and maintain status dashboards to ensure accountability and timely completion.
• Handle both professional and personal coordination tasks as assigned by the Director.
• Prepare presentations, reports, SOPs, meeting notes, business documents, and Excel trackers.
• Organize meetings, prepare agendas, record Minutes of Meeting (MoM), and ensure action items are completed within timelines.
• Conduct research on vendors, suppliers, products, services, and other business requirements whenever required.
• Act as the single point of contact for selected internal stakeholders and external vendors to streamline communication.
• Coordinate travel plans, appointments, and other logistical arrangements for the Director.
• Oversee and manage office runners or junior support staff assigned to the Director's office.
• Maintain complete confidentiality while handling sensitive business information and company documents.
• Identify process improvement opportunities and assist in implementing operational efficiencies.
• Perform any additional responsibilities assigned by the Director based on business requirements.

Desired Skills & Competencies

• Exceptional organizational and time management skills.
• Strong ownership mindset with excellent follow-up and execution abilities.
• Outstanding verbal and written communication skills in English.
• Excellent interpersonal and stakeholder management skills.
• High attention to detail and ability to multitask effectively.
• Strong analytical and problem-solving capabilities.
• Professional, mature, and highly dependable.
• Ability to work independently with minimal supervision.
• High level of integrity and discretion while handling confidential information.

Candidate Profile

• Bachelor's degree in any discipline.
• 26 years of experience as an Executive Assistant, Executive Secretary, Personal Assistant, Secretary to Director/MD/CEO, or Senior Coordinator.
• Prior experience supporting senior leadership will be highly preferred.
• Should be proactive, resourceful, and capable of handling multiple responsibilities simultaneously.
• Naturally assertive yet courteous, with the confidence to coordinate effectively across all levels of the organization.
• Comfortable managing diverse responsibilities ranging from scheduling and documentation to vendor coordination and administrative support.
• Demonstrates long-term career commitment, stability, and loyalty, with a consistent employment history.
• Must be comfortable working in a dynamic, high-pressure, and fast-paced environment.

Working Conditions

• Full-time employment.
• Six days working (MondaySaturday).
• Candidates must be flexible and comfortable working during early morning and late evening/night hours whenever business requirements demand.
• Availability beyond standard office hours may be required for critical meetings, urgent assignments, travel coordination, or business priorities.