Executive Assistant

Acme Services Private Limited; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Acme Services Private Limited is seeking an organized Executive Assistant to support the Director in Mumbai. The role includes calendar management, travel planning, email correspondence, and meticulous meeting minutes to ensure actions and deadlines are tracked effectively.

The ideal candidate will coordinate with internal teams and external stakeholders, maintain important documents, and anticipate duties to deliver proactive executive support in a fast-paced environment.

Responsibilities

• Calendar & Schedule Management for the Director: manage daily schedule, appointments and meetings with reminders.
• Travel & Logistics: plan and coordinate domestic and international travel, hotel bookings and transfers.
• Email & Communication: monitor emails, draft correspondence and handle confidential information.
• Meeting Coordination & Minutes: attend meetings and record minutes, actions and deadlines.
• Administrative & Executive Support: maintain documents, contacts and coordinate with departments to ensure timely completion of tasks.

Job description

Job Description:

1. Calendar & Schedule Management

• Manage the Director's daily schedule, appointments and meetings.

• Send timely reminders for meetings, appointments, deadlines and follow-ups.

• Coordinate meeting schedules and ensure smooth transitions between appointments.

• Proactively manage last-minute changes and scheduling conflicts.

2. Travel & Logistics Management

• Plan and coordinate domestic and international travel, including flights, hotel bookings, transfers and itineraries.

• Confirm all travel arrangements well in advance.

• Coordinate airport pickups, hotel transfers and the safe collection and delivery of the Director's luggage.

• Ensure luggage and other essential belongings are transported to the designated hotel or location promptly.

• Accompany the Director on business trips and provide on-ground assistance whenever required.

3. Email & Communication Management

• Manage and monitor the Director's emails, ensuring timely responses and follow-ups.

• Draft professional emails, correspondence and business communications.

• Handle confidential information and communications with discretion.

• Coordinate with internal teams, clients, vendors and external stakeholders on the Director's behalf.

4. Meeting Coordination & Minutes of Meetings (MoM)

• Attend meetings with the Director and maintain detailed minutes of meetings.

• Record key discussions, decisions, action items, responsibilities and deadlines.

• Maintain organised meeting notes and records for easy reference.

• Remind the Director of pending action points and provide relevant meeting context whenever required.

5. Administrative & Executive Support

• Handle day-to-day personal and professional assistance as required by the Director.

• Maintain important documents, contacts, itineraries and records.

• Coordinate with different departments and stakeholders to ensure timely completion of tasks.

• Follow up on delegated assignments and ensure commitments are tracked and completed.

• Anticipate requirements and proactively resolve routine issues