Executive Assistant

Exalans & Hunar - Your Virtual HR!; Thiruvananthapuram; On-site; INR 900,000 - 1,300,000; Full time

Job summary

Exalans & Hunar - Your Virtual HR! is seeking a highly organized Executive Assistant to the Founder/Managing Director to manage priorities, calendars, communications, and stakeholder coordination.

You will translate meetings and decisions into clear action items, track them to completion, and coordinate with internal teams and external partners in a fast-paced environment. Strong discretion and proactive follow-up are essential.

Qualifications

• 4+ years of experience in Executive Assistance or related roles.
• Excellent organizational, time-management, and communication skills.
• Proven experience maintaining action trackers and ensuring tasks are completed on time.
• Ability to follow up confidently with senior stakeholders.
• High discretion handling confidential information.
• Proficiency with Google Workspace, Excel, and Notion (or quick learner).

Responsibilities

• Manage the Founder/MD's calendar, appointments, scheduling, and rescheduling.
• Maintain action trackers with owners, deadlines, and status updates.
• Prepare meeting agendas, documents, and background briefs; document decisions and actions.
• Coordinate with internal teams and external partners; organize cross-functional meetings.
• Handle travel arrangements, events, and executive logistics.
• Ensure confidential information is handled with discretion.

Skills

Organizational skills

Communication skills

Discretion

Cross-functional coordination

Ability to learn tools quickly

Tools

Google Workspace

Microsoft Excel

Notion

Job description

Job Description:

Job Title: Executive Assistant to the Founder / Managing Director

Location: On-site, Vallath Education Group

Employment Type: Full-time

Experience Required: 4+ Years

Department: Executive Office / Executive Support

Reports To: Founder / Managing Director

Job Summary

We are looking for a highly organised, proactive, and detail-oriented Executive Assistant to support the Founder / Managing Director in managing priorities, schedules, communications, and stakeholder coordination.

The ideal candidate will ensure that meetings, decisions, and commitments are translated into clear action items, assigned to the appropriate stakeholders, tracked, and followed through to completion. This role requires strong coordination skills, professional communication, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

1. Executive & Calendar Management

• Manage the Managing Directors calendar, appointments, scheduling, and rescheduling.
• Identify scheduling conflicts and ensure priorities are appropriately managed.
• Send timely reminders regarding meetings, deadlines, and appointments.
• Coordinate professional and personal appointments and communications on behalf of the MD.

2. Priority & Action Tracking

• Maintain action trackers covering tasks, owners, deadlines, and status updates.
• Proactively follow up with stakeholders to ensure timely completion of assigned tasks.
• Identify delays, dependencies, and potential roadblocks.
• Escalate matters requiring the MDs attention and drive action items through to closure.

3. Meeting & Information Management

• Prepare meeting agendas, relevant documents, background information, and previous action items.
• Attend meetings when required and document key discussions, decisions, and action points.
• Share meeting summaries and follow-up communications with relevant stakeholders.
• Prepare briefing notes and executive summaries as required.

4. Internal Team Coordination

• Coordinate with department heads, functional leaders, and internal teams.
• Organise cross-functional meetings, reviews, and follow-ups.
• Collect updates, reports, and documents from relevant departments.
• Ensure decisions made by the MD are communicated to the appropriate stakeholders and followed through.

5. External Stakeholder Coordination

• Coordinate meetings and communications with external partners, institutions, agencies, faculty, and speakers.
• Manage meeting logistics, documentation, and advance materials.
• Track external commitments and ensure timely follow-ups.
• Coordinate relevant communications, priorities, and decisions with the fractional CEO.

6. Documentation & Administrative Support

• Maintain organised records of meetings, decisions, action items, and correspondence.
• Update task trackers and maintain documentation using tools such as Notion.
• Ensure proper document organisation and version control.
• Assist with travel arrangements, events, and executive logistics.
• Handle confidential information with professionalism, integrity, and discretion.

Required Skills & Qualifications

• Minimum 4 years of experience in Executive Assistance, Operations Coordination, Executive Coordination, or Administrative Support.
• Excellent organisational, time-management, and communication skills.
• Proven experience maintaining action trackers and ensuring tasks are completed on time.
• Ability to follow up confidently and professionally with senior stakeholders.
• Strong attention to detail and a proactive approach to problem-solving.
• Ability to manage competing priorities in a fast-paced work environment.
• High level of discretion when handling confidential and sensitive information.
• Proficiency in Google Workspace, Microsoft Excel, and Notion, or the ability to learn these tools quickly.
• Good judgement and the ability to identify when matters require escalation.

Preferred Qualifications

• Experience supporting a Founder, Managing Director, CEO, or other senior executive.
• Experience coordinating across multiple departments and stakeholders.
• Previous exposure to the education sector or multi-vertical organisations.
• Experience coordinating with external partners, consultants, agencies, or institutions.
• Ability to work effectively in dynamic and ambiguous environments.

Key Performance Expectations

• Maintain accurate schedules and ensure meetings align with the MDs priorities.
• Track pending decisions and action items through to completion.
• Ensure stakeholders receive timely communication and follow-ups.
• Prepare the MD effectively for meetings and important decisions.
• Identify delays and elevate critical issues promptly.
• Reduce the need for routine follow-ups by the MD through effective coordination.

Career Growth Opportunity

This role offers the potential to progress towards a Chief of Staff position within 3-5 years, based on performance, capabilities, and organisational requirements.

Ideal Candidate Profile

The ideal candidate is dependable, organised, discreet, and comfortable working closely with senior leadership. They should demonstrate strong ownership, sound judgement, proactive follow-up skills, and the ability to ensure that important decisions and commitments are translated into measurable action.