Executive Assistant

Zodiac HR Consultants; Pune District; On-site; INR 167,000 - 391,000; Full time

Job summary

Zodiac HR Consultants in Pune, Maharashtra is seeking an organized Executive Assistant to the Managing Director to manage day-to-day executive support, follow-ups, and coordination with multiple teams.

The role requires tracking tasks, handling confidential information, preparing reports, managing meetings and travel; strong English, MS Excel/Word are a plus; expects 3-5 years of relevant experience.

Qualifications

• Must-have: excellent follow-up and task-tracking skills.
• Must-have: strong coordination and interpersonal skills.
• Must-have: ability to drive work across multiple teams and individuals.
• Must-have: good organizational and time-management skills.

Responsibilities

• Provide day-to-day executive and administrative support to the Managing Director.
• Maintain and track all tasks assigned by the MD and ensure timely completion.
• Conduct regular follow-ups with employees, departments, vendors, clients and other stakeholders.
• Coordinate with different teams and ensure pending activities are closed within timelines.
• Prepare daily/weekly task status and follow-up reports for the MD.
• Manage meetings, appointments, schedules, reminders and other calendar activities.
• Prepare and maintain documents, reports, presentations and correspondence.
• Handle emails, calls and other communication on behalf of the MD whenever required.
• Coordinate meetings and ensure that action points are followed up and completed.
• Maintain confidential information and documents with a high level of integrity.
• Assist with travel arrangements, logistics and other administrative requirements.
• Handle occasional personal tasks and requirements of the MD with professionalism and confidentiality.
• Proactively identify delays, pending activities and issues and bring them to the MD's attention.

Skills

Follow-up & task-tracking

Coordination

Time management

Ownership & proactivity

English proficiency

Tools

MS Excel

MS Word

Job description

Executive Assistant to Managing Director

Location: Sadashiv Peth, Pune, Maharashtra
Experience: 3-5 Years
Salary: 15,000 -35,000 per month
Employment Type: Full-time

About the Role

We are looking for a highly organized, proactive and responsible Executive Assistant to the Managing Director who can effectively manage follow-ups, coordination and day-to-day executive support.

The ideal candidate should be excellent at following up, tracking multiple tasks, coordinating with different people and ensuring that work gets completed on time.

Key Responsibilities

• Provide day-to-day executive and administrative support to the Managing Director.
• Maintain and track all tasks assigned by the MD and ensure timely completion.
• Conduct regular follow-ups with employees, departments, vendors, clients and other stakeholders.
• Coordinate with different teams and ensure pending activities are closed within timelines.
• Prepare daily/weekly task status and follow-up reports for the MD.
• Manage meetings, appointments, schedules, reminders and other calendar activities.
• Prepare and maintain documents, reports, presentations and correspondence.
• Handle emails, calls and other communication on behalf of the MD whenever required.
• Coordinate meetings and ensure that action points are followed up and completed.
• Maintain confidential information and documents with a high level of integrity.
• Assist with travel arrangements, logistics and other administrative requirements.
• Handle occasional personal tasks and requirements of the MD with professionalism and confidentiality.
• Proactively identify delays, pending activities and issues and bring them to the MD's attention.
• Perform online research and gather information whenever required.

Required Skills

Must-Have:

• Excellent follow-up and task-tracking skills.
• Strong coordination and interpersonal skills.
• Ability to get work done through different teams and individuals.
• Good organizational and time-management skills.
• Strong ownership and proactive approach.
• Good command of spoken and written English.
• Working knowledge of MS Excel and MS Word.

Good to Have:

• Experience as an EA/Secretary/Personal Assistant to an MD, Director, CEO or senior management.
• Experience in office administration/coordination.
• Shorthand/secretarial skills.
• Experience managing confidential information and senior-level communication.

Experience

• 3-5 years of relevant experience as an Executive Assistant, Executive Secretary, Personal Assistant, Secretary or Office Coordinator.
• Candidates with stable employment history and strong experience in coordination and follow-up will be preferred.

Ideal Candidate

We are looking for someone who is:

• Highly dependable and responsible.
• Excellent at following up and closing tasks.
• Proactive rather than waiting for instructions.
• Comfortable coordinating with people at different levels.
• Discreet and trustworthy with confidential information.
• Able to manage multiple priorities simultaneously.
• Flexible and willing to take ownership of both professional and occasional personal requirements of the MD.

Key Success Factors

Follow-up Skills | Ownership | Integrity | Coordination | Communication | Task Management

Important: Strong follow-up and the ability to get work completed are the most important requirements for this position. Other technical skills can be developed with training.