Executive Assistant

Vrinda Global; Mumbai; On-site; INR 900,000 - 1,300,000; Full time

Benefits offered by this job

Meals provided (Breakfast/Lunch/Evens)

Drop facility to Bandra station

Job summary

Vrinda Global is seeking an Executive Assistant to CMD in Mumbai to manage day-to-day operations, calendar, travel, and confidential correspondence, acting as the CMD’s right hand and representing the office as required.

The role covers office administration, meeting coordination, travel logistics, reports and presentations, with strict professional standards and inter-departmental coordination.

Qualifications

• Experience in high-level administration.
• Excellent organizational and coordination skills.
• Proficiency in drafting reports, emails, and presentations.

Responsibilities

• Oversee office administration including facilities and staff.
• Coordinate departments to ensure task completion.
• Prepare reports, presentations, and dashboards for CMD.
• Coordinate inter-department workflow to ensure smooth operations.
• Manage CMD calendar and schedule internal/external meetings.
• Attend meetings offsite on CMD’s behalf and report back, with timekeeping notes.

Skills

Office management

Calendar management

Travel logistics

Inter-department coordination

Shorthand & minutes

Confidentiality

Report drafting

Job description

Job Description Executive Assistant (EA) to CMD

Department: Administration / Office of CMD

Working hours/Days:- 6 days/ 9 hours shift

Reporting To: Chairman & Managing Director (CMD)

The Executive Assistant (EA) will act as the right hand to the CMD, managing day-to-day operations, ensuring smooth inter-departmental coordination, and handling all administrative, travel, and official responsibilities efficiently. The EA will professionally manage schedules, meetings, correspondence, and administrative oversight while maintaining confidentiality and high standards of professionalism. The role also involves attending meetings outside the office on behalf of CMD when required.

Key Responsibilities:

1. Administrative & Office Management:

1. Oversee complete office administration including all floors, pantry, housekeeping, security, and labor staff.
2. Ensure all departments execute their tasks efficiently; monitor follow-ups and task completion.
3. Professionally prepare reports, presentations, and dashboards for CMD and management.
4. Conduct professional coordination across all departments to ensure smooth workflow.

2. Meeting & Calendar Management:

• 1. Manage CMDs calendar; block time for meetings and ensure schedule adherence.
• 2. Arrange internal and external meetings, including agendas, presentations etc
• 3. Attend meetings outside the office on behalf of CMD if required and provide detailed reports.
• 4. Take shorthand notes during meetings for accurate record-keeping.

3. Travel & Logistics Management:

• 1. Handle domestic and international travel arrangements, including flight/train bookings, accommodations, visa, and itinerary planning.
• 2. Ensure smooth execution of all travel-related logistics for CMD and top management.
• 3. Manage travel-related approvals and policies in line with company procedures.

4. Correspondence & Communication:

• 1. Professionally draft and send emails on behalf of CMD.
• 2. Screen and prioritize CMD’s emails and communications for effective decision-making.
• 3. Maintain high-level confidentiality while handling sensitive company information.

5. Secretarial & Professional Skills:

• 1. Prepare professional reports, presentations, and minutes of meetings.
• 2. Coordinate with vendors, clients, and stakeholders as required by CMD.
• 3. Maintain professionalism, punctuality, and proactive problem-solving in all tasks.

Skills & Competencies:

• Full administrative and operational control over office and departments
• Strong inter-departmental coordination & leadership
• Excellent report-making and presentation skills
• Professional email drafting & communication skills
• Shorthand, minute-taking, and meeting reporting skills
• High-level discretion, integrity, and confidentiality
• Ability to attend meetings both inside and outside the office and represent CMD professionally
• Facilities:-
• Breakfast,lunch,evening snacks on daily basis.
• Drop facility till bandra station