Executive Assistant

A.P. Moller Maersk; Navi Mumbai; On-site; INR 900,000 - 1,500,000; Full time

Job summary

A.P. Moller Maersk is seeking an Executive Assistant to support our Senior Leadership in the Finance Organisation. The role goes beyond traditional administrative duties, demanding strong judgment, ownership, and confidentiality.

The successful candidate will manage complex calendars, triage communications, coordinate travel, and drive meeting effectiveness using AI tools to capture minutes and action items. Bachelor’s degree and superb communication skills are required.

Qualifications

• Bachelor’s Degree in Business Administration/Management or Other.
• Experience from a similar role – with a proven track record and a can-do attitude.
• Proficient computer skills, including Microsoft Office, PowerPoint and Excel.
• Strong verbal and written communication skills.

Responsibilities

• Own and manage a highly dynamic calendar with competing priorities across global stakeholders.
• Apply strong business judgment to prioritize meetings based on strategic importance, urgency, and impact.
• Proactively resolve conflicts, ensuring optimal use of leaders time.
• Plan and execute end-to-end travel (domestic and international) with precision and foresight.
• Prepare and submit expense reports with zero errors and full compliance with company policies.
• Leverage AI-assisted solutions to capture meeting minutes, summarize discussions, and track action items.

Skills

MS Office

Communication

Time management

Education

Bachelor’s Degree in Business Administration/Management or Other

Tools

PowerPoint

Excel

Job description

Role Overview

We are seeking a highly capable, proactive, and business-savvy Executive Assistant to support our Senior Leadership in the Finance Organisation, This role goes beyond traditional administrative support and requires strong judgment, ownership, and the ability to operate as a trusted extension of the leader.

The ideal candidate will demonstrate a deep understanding of business priorities, exceptional organizational skills, and the ability to anticipate needs, manage complexity, and drive operational efficiency with minimal supervision.

Key Responsibilities

1. Calendar & Priority Management (Trust-Critical)

• Own and manage a highly dynamic calendar with competing priorities across global stakeholders.
• Apply strong business judgment to prioritize meetings based on strategic importance, urgency, and impact.
• Proactively resolve conflicts, ensuring optimal use of leaders time.
• Treat calendar management as a trust function, maintaining the highest standards of accuracy, confidentiality, and reliability.

2. Communication & Inbox Management

• Review and triage emails, identifying items that require attention, escalation, or can be independently handled.
• Respond on behalf of the leader where appropriate (e.g., reminders, policy adherence, follow-ups, coordination emails).
• Ensure no critical communication falls through the cracks.

3. Travel & Logistics Planning

• Plan and execute end-to-end travel (domestic and international) with precision and foresight.
• Anticipate needs and preferencesno repeated follow-ups required.
• Optimize travel plans for cost efficiency, convenience, and time effectiveness.

4. Expense & Administrative Excellence

• Prepare and submit expense reports with zero errors and full compliance with company policies.
• Ensure timely submissions and proactive tracking of approvals.

5. Meeting Effectiveness & AI-Enabled Productivity

• Leverage modern tools, including AI-assisted solutions, to capture meeting minutes, summarize discussions, and track action items.
• Continuously explore and adopt new tools to improve productivity and efficiency.
• Ensure follow-through on action items and commitments.

6. Decision Support & Business Awareness

• Develop a strong understanding of the leaders business context, priorities, and operating rhythm.
• Make informed decisions within defined boundaries to reduce leader’s cognitive load.
• Provide proactive suggestions to improve efficiency, cost management, and scheduling.

7. Operational Discipline & Ownership

• Execute tasks independently with minimal supervision.
• Demonstrate strong follow-through—tasks should not require repeated reminders.
• Maintain high standards of organization, documentation, and confidentiality.

What We’re Looking For

Qualifications

• Bachelor’s Degree in Business Administration/Management or Other
• Experience from a similar role – with a proven track record and a can-do attitude
• Proficient computer skills, including Microsoft Office, PowerPoint and Excel
• Strong verbal and written communication skills

Core Capabilities

• Strong business acumen and ability to understand strategic priorities
• Exceptional organizational and time‑management skills
• High attention to detail and execution excellence
• Proactive mindset with strong ownership and accountability
• Ability to make sound decisions within defined boundaries

Behavioral Attributes

• Trustworthy and discreet, with high integrity
• Curious and eager to learn, especially in adopting new technologies (AI/tools)
• Calm under pressure and capable of handling ambiguity
• Strong communication skills (written and verbal)
• High reliability—delivers without needing follow-ups

Experience

• Prior experience as an Executive Assistant supporting senior leadership
• Experience in handling global stakeholders and complex calendars preferred
• Familiarity with corporate tools, expense systems, and productivity platforms