Executive Assistant

Randstad; Pune District; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Randstad is seeking an Executive Assistant specialized in calendar management to support Directors across multiple time zones from our Pune area office. You will coordinate meetings, prepare agendas and materials, and ensure swift follow‑ups with stakeholders globally.

The role requires strong communication, organization, and tech proficiency in Excel, PowerPoint, Teams, and Outlook. Immediate joiners preferred; Pune-Chakan site with onsite work.

Qualifications

• Strong written and verbal communication with senior stakeholders.
• Excellent organization, planning, prioritization, and follow-through.
• Attention to detail and timely closure of actions.
• Experience with Microsoft Excel and PowerPoint.
• Proficient in Microsoft Teams, Outlook, and AI productivity tools.

Responsibilities

• Manage Directors calendar across time zones and prioritize meetings.
• Coordinate meetings, agendas, decks, and materials.
• Track decisions, actions, owners, and timelines.
• Support strategic projects with PMs across functions and geographies.
• Prepare MoM and use AI tools to summarize meetings.

Skills

Communication

Organization

Detail orientation

Excel

PowerPoint

Microsoft Teams

Outlook

Independence

Learning agility

Professional demeanor

Tools

Microsoft Teams

Outlook

AI productivity tools

Job description

Executive & Calendar Management

• Manage the Directors calendar effectively, including scheduling, prioritization, and coordination of meetings across multiple time zones. Understand business priorities and progressively develop the judgment required to appropriately prioritize calendar commitments.
• Proactively identify scheduling conflicts and coordinate changes with relevant stakeholders.
• Work confidently with Executive Assistants supporting global and regional leadership to coordinate key meetings.
• Ensure appropriate meeting placeholders, agendas, decks, and supporting materials are available in advance. Travel & Expense Management
• Coordinate domestic and international travel arrangements, including flights, accommodation, local transportation, and related logistics.
• Ensure travel plans are well organized and communicated in advance. Manage timely submission, tracking, and closure of travel expenses and related documentation. Stakeholder Coordination
• Coordinate effectively with multiple internal stakeholders, including Legal, Finance, Supply Chain, Site Leadership, India Leadership, Project Managers, and Executive Assistants.
• Build strong working relationships with stakeholders across functions and geographies.
• Maintain clear, professional, and timely communication with senior leaders and their support teams. Meeting Management & Follow-up
• Coordinate important leadership and project meetings, including agendas, meeting materials, presentations, and stakeholder inputs.
• Drive meeting follow-ups and ensure timely collation of decks, data, and inputs from different stakeholders.
• Track decisions, action items, owners, and committed timelines.
• Proactively follow up on open actions before subsequent meetings to ensure continuity and closure.
• Effectively use Microsoft Teams and AI-enabled productivity tools to generate Minutes of Meeting (MoM), summarize discussions, track actions, and improve meeting effectiveness.

Strategic Project Support

• Support the Director in the execution and coordination of strategic projects and business priorities.
• Work closely with Project Managers and stakeholders from different functions and geographies.
• Assist with project coordination, meeting cadence, action tracking, documentation, and progress follow-up.
• Develop an understanding of strategic priorities to anticipate requirements and provide increasingly proactive support.
• Help ensure key commitments, milestones, and deliverables remain visible and appropriately followed up.

Skills & Competencies

• Strong written and verbal communication skills with the confidence to interact professionally with senior stakeholders and global Executive Assistants.
• Excellent organization, planning, prioritization, and follow-through. Ability to manage multiple priorities simultaneously in a dynamic environment.
• Strong attention to detail and commitment to timely closure of actions.
• Working knowledge of Microsoft Excel and PowerPoint.
• Comfortable using Microsoft Teams, Outlook, and AI/productivity tools for meeting management, documentation, and action tracking.
• Ability to work independently while knowing when to escalatie or seek guidance.
• High learning agility, adaptability, and willingness to take on increasing responsibility.
• Professional demeanor and sound judgment when dealing with senior leadership.

Location: Chakan, Pune

Immediate Joiners preferrable