Executive Assistant

Nykaa; Mumbai, Navi Mumbai; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Nykaa in Mumbai is seeking an Executive Assistant to support the CEO and CHRO. The ideal candidate is highly organized, proactive, and discreet, serving as a central coordination hub for leadership priorities, communications, and confidential initiatives.

You will manage calendars, plan domestic and international travel, prepare briefings, draft emails and presentations, coordinate meetings, record Minutes of Meeting, and track action items.

Qualifications

• Proven ability to manage executive calendars and confidential information.
• Strong stakeholder management and communication skills.
• Discretion, ethics, and proactive problem solving.
• Ability to coordinate across multiple departments and levels.

Responsibilities

• Manage CEO & CHRO calendars, meetings, and briefing materials.
• Coordinate travel, visas, accommodations, and expense reports.
• Record MoMs, track actions, and ensure timely follow-ups.
• Draft executive emails, presentations, and internal communications.
• Plan leadership events and cross-functional reviews.

Skills

Stakeholder management

Time management

Discretion & confidentiality

Problem solving

Strategic thinking

Proactive execution

Job description

Role Overview
We are seeking a highly organized, proactive, and strategic Executive Assistant to support the CEO & CHRO. This role requires exceptional administrative capability, stakeholder management, confidentiality, and the ability to operate in a fast-paced leadership environment. The EA will act as a key coordination hub for leadership priorities, communication, and organizational initiatives.

Key Responsibilities

1. Executive Calendar & Meeting Management

• Manage and optimize the CEO & CHROs calendars, scheduling meetings, leadership reviews, and strategic discussions.
• Prioritize appointments and resolve scheduling conflicts efficiently.
• Coordinate internal and external meetings across multiple stakeholders.
• Ensure meeting preparedness by sharing agendas, background material, and briefing notes.

2. Travel & Logistics Management

• Plan and manage domestic and international travel arrangements including flights, accommodation, visas, and ground transportation.
• Prepare detailed travel itineraries and ensure seamless coordination during travel.
• Handle travel reimbursements and expense reporting.

3. Meeting Coordination & Documentation

• Organize leadership meetings, board discussions, HR leadership meetings, and cross-functional reviews.
• Record and circulate Minutes of Meeting (MoM) and track action items to closure.
• Follow up with stakeholders to ensure timely completion of deliverables

4. Leadership Communication & Stakeholder Coordination

• Act as a point of contact between leadership and internal/external stakeholders.
• Draft emails, presentations, and internal communications on behalf of the CEO/CHRO.
• Coordinate with leadership teams, HR heads, and business leaders across departments.

5. Event & Engagement Management

Plan and coordinate key internal events and leadership engagements including:

• Leadership offsites
• Townhalls
• Team celebrations and milestone events
• Employee birthdays & work anniversaries
• Festival celebrations across offices

Manage logistics, vendors, budgets, and execution for these initiatives.

6. Strategic & Operational Support

• Support the CEO and CHRO in strategic projects and initiatives.
• Assist with preparation of leadership presentations, dashboards, and reports.
• Track key initiatives, priorities, and follow-ups across departments.
• Conduct basic research and compile insights to support decision-making.

7. Information & Document Management

• Maintain confidential files, leadership documents, and reports.
• Organize digital documentation and ensure easy retrieval.
• Manage sensitive information with a high level of discretion.

8. Process & Efficiency Improvement

• Identify opportunities to improve leadership workflows and coordination processes.
• Implement tools or systems to improve scheduling, documentation, and communication

Key Competencies

• Stakeholder management
• Time management & prioritization
• Discretion & confidentiality
• Problem solving
• Strategic thinking
• Proactive execution