Executive Assistant

Talent Hired-the Job Store; Thane, Navi Mumbai; On-site; INR 1,200,000 - 2,400,000; Full time

Job summary

Talent Hired-the Job Store is seeking an Executive Assistant for India's leading Oil & Gas company at Navi Mumbai. The EA will provide high-level support to senior leadership, manage schedules, travel, meetings, and confidential documentation with utmost discretion.

Ideal candidates have 5–10 years of CXO-level EA experience in large corporate settings, preferably in Energy or Oil & Gas. A Bachelor's degree is required; MBA is preferred.

Qualifications

• Bachelor's degree in Business Administration, Commerce, Management, or related discipline.
• 5-10 years of experience as an Executive Assistant supporting CXO-level executives.
• Experience in corporate offices of large organizations, preferably in Energy, Mining, Infrastructure, Manufacturing, or Oil & Gas sectors.

Responsibilities

• Manage the executive's calendar, appointments, meetings, and business commitments.
• Coordinate domestic and international travel, including flights, accommodation, visas, itineraries, and expense reconciliation.
• Screen and prioritize emails, calls, and correspondence on behalf of the executive.
• Prepare presentations, reports, MOMs, briefing notes, and executive summaries.
• Organize Board Meetings, leadership reviews, investor meetings, and strategic discussions.
• Monitor key projects and provide progress updates to the executive.

Skills

Calendar management

Travel management

Meeting coordination

Document management

Expense management

Stakeholder management

Education

Bachelor's Degree in Business/Commerce/Management

MBA preferred

Tools

MS Office Suite

ERP/Document Management Systems

Video conferencing (Teams/Zoom/Webex)

Job description

Job description:-

Opportunity for EA role with India's leading Oil & Gas company at Navi Mumbai.

Position: Executive Assistant (EA)- Female

Payroll:- 3rd Party Payroll- (Agency Payroll)

Experience: 5-10 Years
Location: Corporate Office- Navi Mumbai.
Reporting To: Head HR/ Vice President

Job Purpose

Provide high-level executive and administrative support to senior leadership by managing schedules, communications, travel, meetings, confidential documentation, and strategic coordination. The Executive Assistant will act as a trusted partner to ensure smooth execution of executive priorities while maintaining professionalism, confidentiality, and operational efficiency.

Key Responsibilities

• Manage the executive's calendar, appointments, meetings, and business commitments.
• Coordinate domestic and international travel, including flights, accommodation, visas, itineraries, and expense reconciliation.
• Screen and prioritize emails, calls, and correspondence on behalf of the executive.
• Prepare presentations, reports, MOMs (Minutes of Meeting), briefing notes, and executive summaries.
• Organize Board Meetings, leadership reviews, investor meetings, and strategic discussions.
• Track action items and ensure timely follow-up across departments.
• Coordinate with internal and external stakeholders, government officials, consultants, vendors, and business partners.
• Maintain confidential records, agreements, and executive documentation with the highest level of discretion.
• Assist in planning business events, conferences, and executive visits.
• Monitor key projects and provide progress updates to the executive.
• Support preparation of MIS reports and business dashboards.
• Manage office administration activities related to the executive office.
• Handle ad hoc assignments and strategic initiatives as delegated by senior leadership.

Educational Qualification

• Bachelor's Degree in Business Administration, Commerce, Management, or related discipline.
• MBA or Executive Management qualification preferred.

Experience

• 5-10 years of experience as an Executive Assistant supporting CXO-level executives.
• Experience in corporate offices of large organizations, preferably in Energy, Mining, Infrastructure, Manufacturing, or Oil & Gas sectors.
• Experience in handling Board-level coordination and executive office management is preferred.

Required Skills

Administrative & Executive Support

• Complex calendar management
• Travel management
• Meeting coordination
• Document management
• Expense management
• Event coordination

Communication

• Excellent written and verbal communication
• Business correspondence drafting
• Presentation preparation
• Stakeholder management

Technical Skills

• Advanced MS Office (Excel, Word, PowerPoint)
• Outlook and calendar management
• ERP/Document Management Systems
• Virtual meeting platforms (Teams, Zoom, Webex)

Behavioral Competencies

• High integrity and confidentiality
• Excellent organizational skills
• Strong multitasking ability
• Attention to detail
• Problem-solving mindset
• Time management
• Proactive and self-driven
• Professional etiquette and executive presence