Executive Assistant

HR Yaar; Mumbai; On-site; INR 900,000 - 1,200,000; Full time

Job summary

HR Yaar in Mumbai is seeking a highly organised Executive Assistant to support the Managing Director in a fast-paced environment. You will manage calendars, coordinate travel, and act as a central liaison with internal and external stakeholders while upholding discretion and professional standards.

The role requires 8–10 years of EA experience, exceptional coordination, and a proactive ownership mindset to ensure seamless day-to-day operations of the MD's office.

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 confidentiality.
• Ability to work in a high-pressure, dynamic environment.

Responsibilities

• Manage MD's calendar and scheduling across meetings and engagements.
• Plan domestic and international travel with detailed itineraries.
• Coordinate with stakeholders and ensure timely follow-ups across teams.
• Manage MD's correspondence and maintain confidentiality.
• Prepare meeting agendas, minutes, and presentations as required.

Skills

EA experience

Calendar management

Travel planning

Vendor negotiation

Communications

Discretion

Stakeholder mgmt

Attention to detail

Ownership mindset

High-pressure environment

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