Executive Assistant To Director

Sar Transport Systems; Mumbai; On-site; INR 500,000 - 800,000; Full time

Job summary

Sar Transport Systems in Mumbai seeks an Executive Assistant to the Director who can provide comprehensive administrative and coordination support, manage the director's calendar, travel, and key documents, and coordinate with internal teams and external partners.

The role demands a proactive, organized professional with strong communication skills, attention to detail, and the ability to handle confidential information and high‑level meetings.

Qualifications

• Minimum 3 years of experience as an Executive Assistant or similar role.
• Graduate in any discipline; additional qualifications will be an advantage.
• Excellent verbal and written communication skills.
• Strong coordination, follow-up and organizational abilities.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to prepare professional presentations and reports.
• Discretion and confidentiality when handling sensitive information.

Responsibilities

• Manage the Director's calendar, meetings, and daily schedule.
• Coordinate internal and external meetings and travel.
• Prepare agendas, presentations, reports, and documents.
• Maintain confidential documents and records.
• Take meeting minutes and follow up on action items.
• Coordinate with departments and ensure tasks are completed.
• Handle emails and calls on the Director's behalf.
• Prepare MIS reports, trackers, and business updates.
• Provide day-to-day administrative support and maintain professionalism.
• Assist with other duties as assigned by the Director.

Skills

Calendar management

Verbal & written communication

MS Office

Organization

Time management

Confidentiality

Stakeholder coordination

Meeting minutes

Education

Graduate in any discipline

Tools

MS Office

Job description

About the Role

We are looking for a proactive, organized, and detail-oriented Executive Assistant to the Director who can provide comprehensive administrative and coordination support. The ideal candidate should have excellent communication skills, strong follow-up abilities, and the confidence to coordinate with internal teams and external stakeholders.

Key Responsibilities

• Manage the Director's calendar, meetings, appointments, and daily schedule.
• Coordinate and schedule internal and external meetings.
• Prepare meeting agendas, presentations, reports, and other business documents.
• Maintain and organize important documents, records, and confidential information.
• Take meeting minutes and ensure timely follow-up on action items.
• Coordinate with various departments and ensure tasks assigned by the Director are followed up and completed.
• Handle emails, calls, correspondence, and other communication on behalf of the Director when required.
• Assist in preparing MIS reports, presentations, trackers, and business updates.
• Coordinate travel arrangements, hotel bookings, transportation, and itineraries.
• Follow up with clients, vendors, business partners, and internal stakeholders as required.
• Ensure timely reminders and updates to the Director regarding important meetings, deadlines, and pending activities.
• Handle multiple priorities and provide day-to-day administrative support to the Director.
• Maintain a high level confidentiality and professionalism while handling sensitive business information.
• Perform other responsibilities as assigned by the Director.

Required Skills & Qualifications

• Minimum 3 years of experience as an Executive Assistant, Personal Assistant, Management Trainee, or in a similar coordination role.
• Graduate in any discipline; additional qualifications will be an advantage.
• Excellent verbal and written communication skills.
• Strong coordination, follow-up, and organizational skills.
• Proficiency in MS Office: Word, Excel, PowerPoint, and Outlook.
• Ability to prepare professional presentations and reports.
• Good time-management and multitasking abilities.
• Should be proactive, responsible, and comfortable working with senior management.
• Ability to maintain confidentiality and handle sensitive information.
• Good interpersonal skills and a professional approach.

Preferred Candidate Profile

We are looking for someone who is well-organized, presentable, proactive, and willing to learn, with the ability to work independently and manage multiple tasks efficiently.

Location: Ghatkopar, Mumbai