Executive Assistant

Dhruv Global School; Pune District; On-site; INR 279,000 - 424,000; Full time

Job summary

Dhruv Global School is seeking an experienced executive assistant to manage the calendar, coordinate meetings, and prepare documents for the senior leadership. You will handle emails, travel planning, and confidential records with precision.

This role involves liaising with internal teams, suppliers, and partners, tracking tasks, and supporting management reports. A proactive, detail-oriented approach and strong communication are essential to succeed in a fast-paced school environment.

Responsibilities

• Calendar and Meeting Management: Manage the executive's daily calendar, appointments, and schedules; Schedule meetings, conference calls, and business appointments; Prepare meeting agendas, presentations, and relevant documents; Record meeting minutes and follow up on action items; Coordinate meeting rooms and virtual meetings.

Job description

Role & responsibilities

1. Calendar and Meeting Management

• Manage the executive's daily calendar, appointments, and schedules.
• Schedule meetings, conference calls, and business appointments.
• Prepare meeting agendas, presentations, and relevant documents.
• Record meeting minutes and follow up on action items.
• Coordinate meeting rooms and virtual meetings.

2. Administrative Support

• Handle emails, phone calls, correspondence, and other communications.
• Draft letters, emails, reports, presentations, and official documents.
• Maintain confidential files, records, and important documents.
• Organize and maintain digital and physical filing systems.
• Monitor pending tasks and ensure timely completion.

3. Travel and Expense Management

• Arrange domestic and international travel, including flights, hotels, and transportation.
• Prepare travel itineraries and coordinate travel-related requirements.
• Maintain travel records and assist with expense claims and reimbursements.
• Coordinate executive expenses and related documentation.

4. Coordination and Follow-Up

• Coordinate with internal departments, clients, vendors, and business partners.
• Follow up on tasks, projects, deadlines, and commitments assigned by management.
• Assist in preparing management reports, presentations, and business updates.
• Support the executive in day-to-day operational and strategic activities.

5.Finance & Accounts Coordination

• Coordinate with Finance and Accounts teams for timely submission of financial reports and MIS.
• Follow up on monthly, quarterly, and annual financial closing activities.
• Track budget submissions, budget-versus-actual reports, and variance explanations.
• Coordinate the collection of financial data from various departments.
• Maintain trackers for key finance deliverables, pending approvals, and reporting deadlines.
• Coordinate meetings and documentation requirements with banks, statutory auditors, internal auditors, and consultants.
• Follow up on audit observations, pending schedules, supporting documents, and action plans.
• Coordinate documentation for banking, insurance, taxation, and statutory matters with the respective teams.
• Follow up on pending approvals, payment-related documentation, and financial commitments.

Preferred candidate profile