Executive Assistant

Alankit; New Delhi; On-site; INR 900,000 - 1,300,000; Full time

Job summary

Alankit Limited in Mumbai/New Delhi invites applications for an Executive Assistant to the Managing Director. The EA will provide high-level administrative, strategic, and operational support, manage the MD's calendar, travel, and key communications.

The role requires discretion, superb organization, and the ability to coordinate across departments, clients, and external partners. MBA or postgraduate qualification is preferred, and at least some years of experience in an executive office is

Qualifications

• Bachelor's degree or MBA preferred for strategic support.
• Experience in executive offices preferred; corporate settings ideal.
• Certification in Executive Assistance is an added advantage.

Responsibilities

• Manage the MD's calendar, appointments, meetings and travel schedules.
• Draft emails, letters, presentations and official correspondence.
• Coordinate with department heads and external stakeholders to ensure timely tasks.
• Prepare briefing notes, meeting agendas and MoMs.
• Maintain confidential files and compile MIS reports.

Skills

Verbal communication

Written communication

Organizational skills

Multitasking

Professionalism

Education

Bachelor's degree in Business Administration, Commerce, Management, or a related field

MBA or Postgraduate qualification is preferred

Tools

Microsoft Office

Job description

Position: Executive Assistant to the Managing Director (MD)

Company: Alankit Limited
Department: Executive Office
Reporting To: Managing Director
Location: Mumbai/ New Delhi
Employment Type: Full-time

Job Summary

The Executive Assistant (EA) to the Managing Director will provide high-level administrative, strategic, and operational support to the MD. The role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities while ensuring seamless coordination between the MD, internal departments, clients, business partners, and external stakeholders.

Key Responsibilities

Executive Support

• Manage the MD's calendar, appointments, meetings, and travel schedules.


• Prioritize appointments and ensure effective time management.


• Coordinate domestic and international travel, including itineraries, accommodation, and logistics.


• Prepare daily schedules, briefing notes, and meeting agendas.

Communication & Coordination

• Act as the primary point of contact between the MD and internal/external stakeholders.


• Draft, review, and manage emails, letters, presentations, and official correspondence.


• Coordinate with department heads to ensure timely completion of assigned tasks.


• Follow up on action items from meetings and monitor progress.

Meeting Management

• Organize Board Meetings, Management Review Meetings, and leadership meetings.


• Prepare agendas, presentations, minutes of meetings (MoMs), and action trackers.


• Ensure timely circulation of meeting documents and follow-up on decisions.

Documentation & Reporting

• Prepare business reports, presentations, dashboards, and management summaries.


• Maintain confidential files, agreements, contracts, and corporate records.


• Compile MIS reports and provide analytical support for decision-making.

Stakeholder Management

• Coordinate with senior leadership, business heads, government authorities, vendors, and clients as required.


• Maintain professional relationships while ensuring confidentiality and professionalism.

Administrative Responsibilities

• Manage office correspondence and confidential documentation.


• Handle reimbursements, expense statements, and approvals.


• Ensure smooth functioning of the Executive Office.

Confidentiality & Compliance

• Handle highly confidential business information with integrity and discretion.


• Ensure compliance with company policies and corporate governance standards.

Required Qualifications

• Bachelor's degree in Business Administration, Commerce, Management, or a related field.


• MBA or Postgraduate qualification is preferred.


• Certification in Executive Assistance or Office Administration is an added advantage.

Experience

• 510 years of experience as an Executive Assistant, Executive Secretary, or Personal Assistant to CXOs or senior leadership.


• Experience in corporate offices, financial services, government liaison, or diversified business groups is preferred.

Required Skills

• Excellent verbal and written communication skills.


• Strong organizational and multitasking abilities.


• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).


• Ability to prepare presentations, reports, and MIS dashboards.


• Strong coordination and stakeholder management skills.


• High level of confidentiality and professionalism.


• Excellent problem-solving and decision-making abilities.


• Ability to work under pressure and manage competing priorities.

Key Competencies

• Time Management


• Business Communication


• Executive Coordination


• Planning and Organization


• Analytical Thinking


• Attention to Detail


• Professional Etiquette


• Integrity and Confidentiality

Key Performance Indicators (KPIs)

• Effective calendar and meeting management.


• Timely completion of executive assignments.


• Accuracy and quality of reports and presentations.


• Timely follow-up on action items.


• Stakeholder satisfaction.


• Confidentiality and compliance adherence.


• Administrative efficiency and responsiveness.

Working Conditions

• Corporate office environment with regular interaction with senior leadership.


• Flexibility to work beyond standard business hours when required.


• Occasional travel based on business requirements.

Preferred Attributes

• High level of discretion and maturity.


• Strong interpersonal and relationship management skills.


• Proactive approach with excellent ownership and accountability.


• Ability to anticipate the Managing Director's priorities and provide timely support.