Executive Assistant (Females only)

Maxis Clinical Sciences LLC; Mumbai; On-site; INR 1,200,000 - 2,400,000; Full time

Job summary

Maxis Clinical Sciences LLC is seeking an organized and proactive Executive Assistant to support the Founder. The role requires handling confidential information and coordinating across departments to execute strategic priorities. You will manage calendars, prepare briefs, and liaise with stakeholders.

The ideal candidate will possess 5–10 years of experience, a Bachelor's degree (MBA preferred), and exceptional communication and MS Office skills. This is an on‑site Mumbai role in the BKC area.

Qualifications

• Bachelor's degree required with MBA preferred.
• 5–10 years of experience as an Executive Assistant or similar role.
• Experience supporting CXO-level executives in FMCG, Manufacturing, or distribution sectors is desirable.
• Strong communication and stakeholder management capabilities.

Responsibilities

• Manage Founder’s calendar, appointments, meetings, and travel.
• Coordinate daily activities and ensure efficient time management.
• Prepare presentations, reports, agendas, and briefing documents.
• Draft professional correspondence and business communications for the Founder.
• Schedule and organize internal and external meetings; capture MoM and action items.
• Coordinate with cross-functional teams on strategic initiatives and monthly reviews.
• Assist in data analysis and MIS reporting; track key metrics for management.

Skills

Verbal communication

Written communication

Organization

Multitasking

Professionalism

Confidentiality

MS Office

Excel

PowerPoint

Word

Outlook

Analytical skills

Problem-solving

Independence

Prioritization

Stakeholder management

Interpersonal skills

Attention to detail

Follow-up

Education

Bachelor's Degree

MBA preferred

Tools

Microsoft Office Suite

Excel

PowerPoint

Word

Outlook

Job description

Job Description (JD) Executive Assistant to the Founder (Females only)!

Position: Executive Assistant (EA) to the Founder who is also a known Female entrepreneur
Department: Executive Office
Location: [BKC, Mumbai]
Reports To: Founder
Experience: 5–10 Years
Qualification: Bachelor's Degree (MBA preferred)

Position Summary

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and strategic support to the Founder. The role requires exceptional coordination, communication, and stakeholder management skills to ensure the smooth functioning of the Founder's office and effective execution of key business priorities.

The ideal candidate should be able to manage confidential information, coordinate across departments, track strategic initiatives, and act as a trusted liaison between the Founder and internal/external stakeholders.

Key Responsibilities

Executive Support

• Manage the Founder’s calendar, appointments, meetings, and travel schedules.
• Prioritize and coordinate daily activities, ensuring efficient time management.
• Prepare presentations, reports, meeting agendas, and briefing documents.
• Draft professional correspondence, emails, and business communications on behalf of the Founder.

Meeting Management

• Schedule and organize internal and external meetings.
• Prepare meeting minutes (MoM) and track action items for closure.
• Follow up with functional heads on key deliverables and deadlines.
• Ensure timely communication of management decisions across departments.

Business Coordination

• Coordinate with Sales, Finance, Operations, HR, and Supply Chain teams on business initiatives.
• Monitor key projects and provide status updates to the Founder
• Assist in driving strategic and operational priorities across the organization.
• Support preparation of monthly business reviews and management reports.

Stakeholder Management

• Serve as the primary point of contact between the Founder and internal/external stakeholders.
• Manage communication with customers, vendors, consultants, and business partners.
• Maintain professional relationships while representing the Founder's office.

Data Analysis & MIS Reporting

• Compile and analyze business data from various departments.
• Prepare dashboards and MIS reports for management review.
• Track key business metrics and highlight deviations requiring attention.

Travel & Event Coordination

• Arrange domestic and international travel, accommodations, and itineraries.
• Coordinate leadership meetings, conferences, board meetings, and company events.
• Manage logistics for senior management visits and customer engagements.

Confidentiality & Governance

• Handle sensitive and confidential information with the highest level of discretion.
• Maintain important business records, agreements, and documentation.
• Ensure proper follow-up and closure of critical business matters.

Key Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organization and multitasking abilities.
• High level of professionalism and confidentiality.
• Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook).
• Strong analytical and problem-solving skills.
• Ability to work independently and manage multiple priorities.
• Excellent stakeholder management and interpersonal skills.
• Attention to detail and strong follow-up orientation.

Preferred Experience

• Experience as an Executive Assistant supporting CXO-level executives.
• Exposure to FMCG, Manufacturing, Consumer Goods, or Distribution industries.
• Experience in preparing business presentations and management reports.
• Ability to understand business operations and financial reports.

Key Performance Indicators (KPIs)

• Effective management of Founder's calendar and priorities.
• Timely closure of action items from management meetings.
• Accuracy and quality of reports and presentations.
• Responsiveness and stakeholder satisfaction.
• Successful coordination of strategic projects and initiatives.
• Timely completion executive communications and follow-ups.

Personal Attributes

• Highly trustworthy and dependable.
• Proactive and solution-oriented mindset.
• Strong sense of ownership and accountability.
• Professional demeanor with excellent business etiquette.
• Ability to work under pressure and meet tight deadlines.Role & responsibilities

Preferred candidate profile

Young, ambitious and career driven professional who wants to make her impact in the industry!