Executive Assistant

Bhavesh Kumar Mohanlal Jain; Pune District; On-site; INR 450,000 - 650,000; Full time

Job summary

Bhavesh Kumar Mohanlal Jain is seeking an Executive Assistant to the Director to provide comprehensive administrative and executive support in Pune. The role involves managing the Director's calendar, coordinating meetings, handling correspondence, and preparing reports while maintaining strict confidentiality and coordinating with multiple departments.

The candidate will handle MIS reports, presentations, travel arrangements, and day-to-day operations, ensuring streamlined communication between

Qualifications

• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Good follow-up and coordination abilities.
• Excellent proficiency in MS Office – Excel, Word and PowerPoint.
• Ability to prepare professional presentations and MIS reports.
• Strong attention to detail.
• Ability to multitask and work under pressure.
• Professional personality and strong interpersonal skills.
• High level of confidentiality and discretion.
• Proactive approach with the ability to anticipate requirements.
• Good decision-making and problem-solving abilities.
• Familiar with AI.

Responsibilities

• Manage the Directors schedule, appointments, meetings, and commitments.
• Coordinate travel plans and external engagements.
• Serve as primary liaison between the Director and stakeholders.
• Prepare meeting agendas, minutes, and required documents.
• Develop reports, dashboards, and MIS presentations.
• Maintain confidential files and handle sensitive documentation.
• Track action items and follow up with team members and HODs.
• Communicate management instructions and ensure timely follow-ups.

Skills

MS Office

Verbal and written communication

Organizational skills

English communication

Multitasking

Confidentiality

Proactive approach

AI familiarity

Education

Graduate in any discipline

MBA / PGDM / relevant management qualification

Job description

A leading client is hiring for a highly organized, proactive, and professional Executive Assistant to the Director who will provide comprehensive administrative and executive support. The candidate will be responsible for managing the Directors schedule, coordinating meetings, handling correspondence, preparing reports, maintaining confidential information, and ensuring smooth coordination between the Director and various departments.

Key Responsibilities

1. Calendar & Schedule Management

• Manage the Directors daily calendar, appointments, meetings, and commitments.
• Schedule and coordinate internal and external meetings.
• Ensure timely reminders and follow-ups for important meetings and activities.
• Coordinate travel plans, meetings, and other official engagements.

2. Communication & Coordination

• Act as the primary point of contact between the Director and internal/external stakeholders.
• Handle emails, calls, messages, and correspondence professionally.
• Coordinate with HODs and department teams on matters assigned by the Director.
• Follow up with concerned departments for pending tasks and updates.

3. Meeting Management

• Prepare meeting agendas, presentations, and required documents.
• Attend meetings when required and record Minutes of Meeting (MOM).
• Track action points and follow up with respective team members.
• Ensure timely closure of tasks assigned by the Director.

4. MIS & Reporting

• Prepare daily, weekly, and monthly reports as required.
• Collect information and updates from different departments.
• Prepare presentations, summaries, dashboards, and management reports.
• Maintain proper records of important management-related documents.

5. Administrative Support

• Maintain confidential files, documents, agreements, and correspondence.
• Handle official documentation and approvals.
• Coordinate with vendors, clients, consultants, and other external stakeholders when required.
• Support the Director in day-to-day administrative and operational activities.

6. Follow-Up & Task Monitoring

• Maintain a tracker of important assignments given by the Director.
• Regularly follow up with concerned HODs and team members.
• Highlight delays, pending approvals, and critical issues to the Director.
• Ensure that management instructions are communicated and followed up effectively.

7. Confidentiality

• Maintain strict confidentiality of business, financial, employee, client, and management information.
• Handle sensitive documents and communications with complete discretion.

Required Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Good follow-up and coordination abilities.
• Excellent proficiency in MS Office – Excel, Word and PowerPoint.
• Ability to prepare professional presentations and MIS reports.
• Strong attention to detail.
• Ability to multitask and work under pressure.
• Professional personality and strong interpersonal skills.
• High level of confidentiality and discretion.
• Proactive approach with the ability to anticipate requirements.
• Good decision-making and problem-solving abilities.
• Familier with AI

Educational Qualification

• Graduate in any discipline.
• MBA / PGDM / relevant management qualification will be an added advantage.

Preferred Candidate Profile

• Female candidate preferred.
• Experience working as an Executive Assistant, Personal Assistant, Management Executive, or Executive Secretary.
• Experience in Real Estate / Construction / Infrastructure will be preferred.
• Candidates should be comfortable coordinating with senior management and multiple departments.
• Excellent English communication is required.