Executive Assistant to HOD

ENGIE India; Pune District; On-site; INR 900,000 - 1,800,000; Full time

Job summary

ENGIE India is seeking a proactive Executive Assistant to support the CEO. The role involves meticulous calendar management, scheduling strategic meetings, and coordinating travel and events across domestic and international contexts.

The ideal candidate will have 5–10 years of EA experience, strong communication skills, and proficiency with MS Office. This position offers exposure to high‑level leadership and critical corporate initiatives within ENGIE’s AMEA—India geography.

Qualifications

• Bachelor’s degree in Business Administration or related field.
• 5–10 years of experience as Executive Assistant supporting senior leadership.
• Strong organizational and communication skills.

Responsibilities

• Manage and maintain the CEO’s calendar with prioritized meetings.
• Schedule and coordinate internal and external meetings, including board discussions.
• Plan travel arrangements (domestic and international) with detailed itineraries.
• Process expense reports and coordinate reimbursements with finance.
• Coordinate events and stakeholder meetings with logistics and follow‑ups.
• Serve as a liaison between the CEO and internal/external stakeholders.
• Prepare briefing notes, agendas, and minutes; maintain confidentiality.

Education

Bachelor’s degree in Business Administration or related field

5–10 years of experience as Executive Assistant

Tools

MS Office

Job description

• Manage and maintain the CEO’s calendar, ensuring effective prioritization of meetings, appointments, and commitments.


• Schedule internal and external meetings, including leadership discussions, board meetings, and client interactions.


• Coordinate meeting logistics (venue, agenda, materials, participants).


• Proactively resolve scheduling conflicts and optimize time management.


• Ensure adequate preparation time and alignment with business priorities.


• Travel Management


• Plan and coordinate domestic and international travel arrangements for the CEO.


• Arrange flights, accommodation, visa requirements, and ground transportation.


• Prepare detailed travel itineraries with meeting schedules, contacts, and logistics.


• Handle last‑minute travel changes or emergencies efficiently.


• Ensure cost-effective and compliant travel bookings as per company policies.


• Expense Management


• Manage and track the CEO’s expense reports, ensuring timely submission and accuracy.


• Verify supporting documents and compliance with company expense policies.


• Coordinate with finance teams for reimbursements and reporting.


• Maintain records and prepare expense summaries when required.


• Monitor budget allocations related to executive expenses.


• Event Management


• Plan and execute corporate events, leadership meetings, conferences, and offsites involving the CEO.


• Coordinate logistics including venue selection, vendors, catering, travel, and materials.


• Collaborate with internal teams to ensure smooth event execution.


• Manage invitations, RSVPs, and communication with attendees.


• Ensure high‑quality stakeholder experience and post‑event follow‑ups.


• Manage all visitor interactions for the CEO’s office, including clients, partners, and internal stakeholders.


• Prepare visitor agendas aligning with business objectives and CEO priorities.


• Coordinate meeting schedules, logistics, and hospitality arrangements.


• Act as the primary point of contact for visitors, ensuring a professional experience.


• Maintain records of visits and follow‑up actions.


• Stakeholder Coordination & Communication


• Serve as a liaison between the CEO and internal departments, leadership teams, and external stakeholders.


• Draft and review correspondence, presentations, and reports on behalf of the CEO.


• Ensure timely communication and follow‑ups on key action items.


• Confidentiality & Executive Support


• Handle sensitive and confidential information with utmost discretion.


• Support the CEO in strategic initiatives and special projects.


• Prepare briefing notes, meeting agendas, and minutes as needed.


• Anticipate the CEO’s needs and proactively resolve issues.


• Strong organizational and time management skills


• Excellent verbal and written communication


• High level of professionalism and confidentiality


• Ability to multitask and work under pressure


• Attention to detail and problem‑solving mindset


• Strong coordination and stakeholder management skills


• Proficiency in MS Office (Outlook, Excel, PowerPoint, Word)


• Adaptability and proactive approach

Key Responsibilities

• Calendar Management


• Manage and maintain the CEO’s calendar, ensuring effective prioritization of meetings, appointments, and commitments.


• Schedule internal and external meetings, including leadership discussions, board meetings, and client interactions.


• Coordinate meeting logistics (venue, agenda, materials, participants).


• Proactively resolve scheduling conflicts and optimize time management.


• Ensure adequate preparation time and alignment with business priorities.


• Travel Management


• Plan and coordinate domestic and international travel arrangements for the CEO.


• Arrange flights, accommodation, visa requirements, and ground transportation.


• Prepare detailed travel itineraries with meeting schedules, contacts, and logistics.


• Handle last‑minute travel changes or emergencies efficiently.


• Ensure cost-effective and compliant travel bookings as per company policies.


• Expense Management


• Manage and track the CEO’s expense reports, ensuring timely submission and accuracy.


• Verify supporting documents and compliance with company expense policies.


• Coordinate with finance teams for reimbursements and reporting.


• Maintain records and prepare expense summaries when required.


• Monitor budget allocations related to executive expenses.


• Event Management


• Plan and execute corporate events, leadership meetings, conferences, and offsites involving the CEO.


• Coordinate logistics including venue selection, vendors, catering, travel, and materials.


• Collaborate with internal teams to ensure smooth event execution.


• Manage invitations, RSVPs, and communication with attendees.


• Ensure high‑quality stakeholder experience and post‑event follow‑ups.


• Visitor Agenda & Management


• Manage all visitor interactions for the CEO’s office, including clients, partners, and internal stakeholders.


• Prepare visitor agendas aligning with business objectives and CEO priorities.


• Coordinate meeting schedules, logistics, and hospitality arrangements.


• Act as the primary point of contact for visitors, ensuring a professional experience.


• Maintain records of visits and follow‑up actions.


• Stakeholder Coordination & Communication


• Serve as a liaison between the CEO and internal departments, leadership teams, and external stakeholders.


• Draft and review correspondence, presentations, and reports on behalf of the CEO.


• Ensure timely communication and follow‑ups on key action items.


• Confidentiality & Executive Support


• Handle sensitive and confidential information with utmost discretion.


• Support the CEO in strategic initiatives and special projects.


• Prepare briefing notes, meeting agendas, and minutes as needed.


• Anticipate the CEO’s needs and proactively resolve issues.

Key Skills & Competencies

• Strong organizational and time management skills


• Excellent verbal and written communication


• High level of professionalism and confidentiality


• Ability to multitask and work under pressure


• Attention to detail and problem‑solving mindset


• Strong coordination and stakeholder management skills


• Proficiency in MS Office (Outlook, Excel, PowerPoint, Word)


• Adaptability and proactive approach

Qualifications & Experience

• Bachelor’s degree in Business Administration or related field


• 5–10 years of experience as an Executive Assistant (preferably supporting senior leadership/CEO)


• Experience in handling complex calendars, travel, and executive coordination


• Prior exposure to event management and stakeholder engagement preferred

Key Performance Indicators (KPIs)

• Efficient calendar utilization and time optimization


• Accuracy and timeliness of travel and expense management


• Quality of event execution


• Stakeholder satisfaction (internal & external)


• Responsiveness and turnaround time for tasks

Business Unit: Support Functions In Geographies

Division: SF In AMEA - India

Legal Entity: ENGIE Energy India Private Limited

Company Name: ENGIE India

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Maximum Base Salary:

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