Executive Assistant

HR Yaar; Mumbai; On-site; INR 2,800,000 - 4,400,000; Full time

Job summary

HR Yaar in Mumbai seeks a highly organised Executive Assistant to support the Managing Director in a fast-paced environment. The role requires discretion, proactive calendar and travel coordination, and seamless day-to-day administration of the MD’s office.

You will manage schedules, travel itineraries, communications, and key priorities, coordinate with senior stakeholders, prepare agendas and minutes, and help ensure timely follow-ups and high-quality reporting.

Qualifications

• 8–10 years of experience as an Executive Assistant supporting senior leadership.
• Strong coordination, organisation, and follow-up skills.
• Proven calendar management and travel planning experience.
• Excellent verbal and written communication skills (English).
• High level of discretion, professionalism, and attention to detail.
• Ability to work in a high-pressure, dynamic environment.
• Ownership-driven approach and proactive mindset.

Responsibilities

• Manage MD's calendar and prioritise meetings, reviews, and engagements.
• Plan domestic and international travel, itineraries, visas, and logistics.
• Act as central coordinator between the MD and internal/external stakeholders; track action items.
• Manage correspondence for the MD and maintain confidentiality.
• Prepare meeting agendas, minutes, and presentations; maintain organised records.

Skills

Executive support

Calendar management

Travel planning

Stakeholder management

Negotiation

Discretion

Communication

Tools

MS Outlook

MS Office

Job description

We are seeking a highly organised and proactive Executive Assistant to support the senior leadership in a fast-paced environment. This role requires strong coordination, discretion, and follow-through capabilities to manage schedules, communications, and key administrative priorities while ensuring seamless day-to-day functioning of the Partner's office.

Key responsibilities:

Calendar & Schedule Management

• Manage and prioritise the Managing Director’s calendar, including meetings, internal reviews, and external engagements
• Coordinate across stakeholders to ensure optimal scheduling and time management
• Anticipate scheduling conflicts and proactively resolve them

Travel & Itinerary Management

• Plan and coordinate domestic and international travel, including flights, accommodation, visas, and logistics
• Prepare detailed travel itineraries and ensure smooth execution of travel plans
• Handle last-minute changes efficiently

Coordination & Follow-ups

• Act as a central point of coordination between the MD and internal/external stakeholders
• Track key action items and ensure timely follow-ups across teams
• Facilitate communication and ensure closure on priority tasks

Stakeholder & Communication Management

• Manage correspondence on behalf of the MD, including emails, calls, and meeting requests
• Maintain professionalism and confidentiality in all interactions
• Build effective working relationships with senior stakeholders
• Liaise with travel vendors, hotels, and service providers to ensure cost-effective arrangements
• Negotiate rates and terms while maintaining quality standards

Documentation & Reporting

• Prepare meeting agendas, minutes, and presentations as required
• Maintain organised records of key documents and communications

Skills required:

• 8 - 10 years of experience as an Executive Assistant supporting senior leadership
• Strong coordination, organisation, and follow-up skills
• Proven experience in calendar management and travel planning
• Good negotiation skills, particularly with vendors and service providers
• Excellent verbal and written communication skills (English)
• High level of discretion, professionalism, and attention to detail
• Ability to work in a high-pressure, dynamic environment
• Strong problem-solving mindset and ownership-driven approach