Executive Assistant

ALCOR CROSS BORDER M&A PVT LTD; Pune District; On-site; INR 600,000 - 1,200,000; Full time

Job summary

ALCOR CROSS BORDER M&A PVT LTD is seeking an experienced executive admin professional to maximize the Directors’ time by managing their calendars, handling essential administrative tasks, and ensuring smooth office functioning.

You will coordinate executive calendars, manage communications, prepare documents, and support travel, invoicing, and confidential data handling while liaising with leadership and external stakeholders.

Qualifications

• 7–10 years of relevant experience preferred.
• Convent-educated Graduate or Postgraduate in any stream.
• Proficient in organizing calendar schedules, travel plans, meetings, and business itineraries.
• Strong drafting ability for business text and client presentations; familiarity with AI tools is a plus.

Responsibilities

• Manage directors' calendars, schedule appointments, and coordinate meetings.
• Prepare, format, and proofread correspondence, reports, agendas, memos, and presentations.
• Handle the official mailbox, flag urgent emails, and respond to clients as instructed.
• Attend meetings to record minutes, track action items, and follow up with teams.
• Coordinate travel arrangements and itineraries for key stakeholders.
• Maintain filing systems, reminders, and confidential data handling.
• Assist with basic accounting, payments, invoices, expenses, and petty cash.
• Execute special projects and administrative tasks for leadership.
• Serve as SPOC for mandated clients to resolve queries and track milestones.
• Provide regular updates on client accounts via calls, emails, and status reports.
• Prepare meeting documents, company profiles, business propositions, and draft mandates.
• Maintain project trackers, live-lead lists, dashboards, and client satisfaction surveys.
• Oversee front-desk, office infrastructure, and equipment service contracts.
• Supervise housekeeping, manage office supplies, and ensure overall upkeep.
• Coordinate vendor relationships and manage supplier databases/contracts.
• Assist with registrations, incorporation formalities, and licensing as required.
• Coordinate employee engagement initiatives and festive gifting.

Skills

Calendar management

Travel planning

Meeting coordination

MS Office

AI tools familiarity

Data dashboards

Vendor management

Invoicing & banking basics

Communication

Education

Graduate or Postgraduate

Tools

Microsoft Office

Job description

*Actively inviting applications from women professionals and those returning from a career break

A key support role for senior management, focused on optimizing schedules, streamlining administrative tasks, ensuring smooth business coordination and communication.

Role Purpose:

To maximize the time efficiency of the Directors by managing their schedules and handling essential administrative tasks. This position ensures smooth office functioning by coordinating executive calendars, managing internal and external communications, and keeping routine business workflows organized.

What You Will Work On:

• Managing calendars, scheduling appointments, and organizing virtual or physical meetings
• Preparing, formatting, and proofreading correspondence, reports, agendas, memos, and presentations.
• Managing the official mailbox by flagging critical emails and responding to clients under instructions.
• Attending meetings to record minutes, tracking action items, and following up internally on workflows.
• Coordinating comprehensive travel desk arrangements and itineraries for key stakeholders.
• Maintaining filing systems, setting reminders, and handling confidential data
• Handling basic accounting, payments, invoices, expenses, bank statements, and petty cash management.
• Executing special projects, administrative tasks, and assignments as directed by leadership.
• Serving as the single point of contact (SPOC) for mandated clients to resolve queries and track milestones.
• Monitoring progress on client accounts and providing regular business updates via calls, emails, and status reports.
• Preparing meeting documents, company profiles, business propositions, and draft mandates.
• Maintaining project trackers, live-lead lists, dashboards, and client satisfaction surveys.
• Managing front-desk, office infrastructure maintenance, and equipment service contracts
• Supervising housekeeping staff, managing office supplies, and ensuring overall office upkeep.
• Overseeing vendor relationships, maintaining supplier databases, negotiating rates, and processing purchase orders.
• Assisting with registrations, incorporation formalities, and statutory licensing, for in-house and client requirements
• Coordinating employee engagement initiatives, internal celebrations, milestones, and festive gifting.

Ideal Candidate Profile:

• Proficiency in organizing calendar schedules, travel plans, meetings and business itineraries
• Competence in drafting business text, preparing client presentations, and utilizing Microsoft Office tools like Word, Excel, and PowerPoint, with exposure to AI tools for workflow efficiency
• Exceptional tracking capabilities to follow up on action items with team-leaders and collate data dashboards seamlessly.
• Hands-on experience managing vendor accounts, basic invoicing, petty cash, routine banking tasks, payments and compliances

Education & Experience:

• Convent-educated Graduate or Postgraduate in any stream.
• Relevant experience of 7 to 10 years preferred