Executive Assistant (EA) To Senior VP

Tag Assessors Guild; Rajasthan; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Tag Assessors Guild is seeking a highly organized Executive Assistant to the Senior VP to manage multi‑functional operations. The role blends executive support, content development, and proposal coordination to keep priorities clear and on track.

You will maintain trackers, coordinate across departments, and support finance and administration while ensuring timely, accurate updates for the Senior VP and Management Team. Proactivity and discretion are essential.

Qualifications

• Advanced MS Excel skills with data tracking and dashboards.
• Excellent written and verbal communication in English and Hindi.
• Strong follow-up, coordination and task-management abilities.
• Ability to manage multiple tasks and deadlines with accuracy.
• Experience in content development, RFP/tender coordination or business proposals.
• Comfortable handling confidential information and senior-management liaison.

Responsibilities

• Maintain comprehensive trackers for tasks from the Senior VP and Management Team.
• Coordinate with cross-functional teams and consolidate updates for Management review.
• Draft and format professional communications and documents.
• Identify, prepare and coordinate RFPs, tenders, EOIs and proposals.
• Provide operational support to Accounts & Finance, including reconciliations and follow-ups.
• Support management with MIS, reports, presentations and project coordination.

Skills

MS Excel

English language

Hindi language

Follow-up & coordination

Task management

Education

Postgraduate in Management / Commerce / Finance / Business Administration / Operations

Tools

Power BI

Microsoft Word

PowerPoint

Google Workspace

Job description

Job Description

Role

Executive Assistant (EA) to Senior VP

Function

Operations / Management Coordination / Proposals / Content

Reporting To

Senior Vice President / Management Team

Role Overview

We are looking for a highly organized, proactive and dependable Executive Assistant (EA) to the Senior VP who will work closely with the Senior Vice President and Management Team and act as a central coordination point across multiple organizational functions.

The role is a combination of Executive Assistance, Operations Coordination, Content Development, RFP/Tender Preparation, Accounts Support and Management Coordination .

The ideal candidate should be someone who enjoys keeping track of multiple activities simultaneously, follows up relentlessly until closure, maintains accurate trackers and documentation, and can provide Management with a clear overview of the status of ongoing assignments at any point in time.

Key Responsibilities

1. Executive Assistance & Task Tracking

• Maintain comprehensive trackers for tasks allocated by the Senior VP and Management Team.
• Regularly follow up with concerned team members regarding pending tasks, deadlines and deliverables.
• Ensure timely closure of assignments and elevate delays or bottlenecks whenever required.
• Maintain the Senior VP's calendar and coordinate meetings, calls, reviews and appointments.
• Prepare meeting agendas, notes, action points and follow-up trackers whenever required.
• Maintain an updated overview of important activities, priorities and deadlines across teams.

2. Team Coordination & Management Support

• Act as a coordination bridge between the Senior VP / Management Team and various functional teams.
• Remain continuously updated regarding major ongoing assignments, responsibilities, deadlines and pending matters of the team.
• Obtain periodic updates from team members and consolidate them for Management review.
• Facilitate cross-functional coordination whenever an assignment requires inputs from multiple departments.
• Ensure instructions issued by Management are appropriately communicated, tracked and followed through until completion.

3. Content Development & Documentation

• Assist in development and preparation of question banks, assessment content and supporting documentation.
• Prepare and maintain question bank blueprints, templates, trackers and related documents.
• Coordinate with subject matter experts and internal teams for obtaining and compiling required content.
• Draft professional letters, emails, reports, notes, presentations and other official communication.
• Proofread and format official documents to ensure accuracy, consistency and professional presentation.

4. RFPs, Tenders & Proposal Management

• Identify, study and understand requirements of RFPs, tenders, EOIs and other business opportunities.
• Prepare technical proposals, supporting documents, annexures, declarations and submission documentation.
• Coordinate with various departments for obtaining financial, technical, HR, project and organizational information required for proposals.
• Maintain proposal and tender trackers containing deadlines, requirements, status and pending documents.
• Ensure proposals and tenders are complete, properly formatted and submitted within prescribed timelines.
• Assist Management with presentations and other documentation required for technical evaluations, meetings or bid presentations.

5. Accounts & Finance Coordination

• Provide operational support to the Accounts & Finance function.
• Assist with reconciliation of records, payments, invoices, receivables and related documentation.
• Follow up with clients regarding pending payments, confirmations, reconciliations and supporting documents.
• Coordinate internally with Accounts and Operations teams for resolution of discrepancies.
• Maintain relevant financial follow-up trackers and provide periodic status updates to Management.

6. General Management & Administrative Support

• Assist the Management Team in various day-to-day operational assignments and special projects.
• Handle routine official coordination and administrative errands as assigned.
• Support preparation of reports, presentations, MIS and Management review documents.
• Undertake miscellaneous organizational responsibilities depending upon operational requirements.

Required Skills & Competencies

Mandatory

• Advanced proficiency in Microsoft Excel, including formulas, lookup functions, pivot tables, data organization and preparation of Management trackers.
• Excellent written and verbal communication skills in English and Hindi.
• Strong drafting and business communication abilities.
• Excellent follow-up, coordination and task-management skills.
• Ability to simultaneously manage multiple assignments and deadlines.
• High level of accuracy and attention to detail.
• Strong documentation and record-management skills.
• Good working knowledge of Microsoft Word, PowerPoint, Google Workspace and other productivity tools.
• Ability to work closely with senior Management and handle information with appropriate confidentiality and discretion.
• Proactive approach with strong ownership towards completion of assigned tasks.

Preferred / Added Advantage

• Knowledge of Power BI.
• Prior experience in Operations Management / Project Coordination.
• Exposure to Accounts, Finance, Billing or Reconciliation.
• Previous experience in preparing RFPs, tenders, EOIs or business proposals.
• Experience in content development, assessment/question-bank preparation or education/skilling projects.
• Fluency in any regional Indian language in addition to Hindi and English.

Ideal Candidate Profile

• Is naturally organized and comfortable maintaining multiple trackers.
• Is persistent with follow-ups and does not allow important tasks to remain unattended.
• Can independently obtain updates from different team members and provide Management with a consolidated picture.
• Has strong written communication and documentation capabilities.
• Is comfortable working across Operations, Content, Finance, Business Development and Management Coordination instead of being restricted to one functional area.
• Can prioritize urgent assignments and adapt quickly to changing Management requirements.
• Demonstrates maturity, confidentiality, accountability and a strong sense of ownership.

Educational Qualification

Preferred : Postgraduate in Management, Commerce, Finance, Business Administration, Operations or a related discipline.

Candidates from other educational backgrounds with strong relevant experience may also be considered.

Experience

Preferred:5+ years of relevant experience in Executive Assistance, Operations Coordination, Project Management, Proposal/Tender Management, Accounts Coordination or similar roles.

Key Success Measures

• Timely completion and closure of Management-assigned tasks.
• Accuracy and effectiveness of trackers and MIS.
• Quality of follow-ups and team coordination.
• Accuracy and quality of documents, proposals and content prepared.
• Timeliness and completeness of RFP/tender submissions.
• Effectiveness of client and Accounts follow-ups.
• Ability to keep the Senior VP / Management Team continuously informed regarding important tasks, deadlines, delays and bottlenecks.