Executive Assistant To Managing Director

Varuna Integrated Logistics; Gurugram District; On-site; INR 300,000 - 420,000; Full time

Job summary

Varuna Integrated Logistics seeks an organized executive assistant to support the MD with calendar management, guest coordination, travel arrangements, and office operations. The role involves handling HR admin tasks, backups, and records with a focus on smooth daily functioning.

The candidate should be comfortable coordinating across teams, managing documentation, and ensuring timely communications. This is an on-site role in Gurugram district, India, with exposure to multiple admin functions

Responsibilities

• Calendar & Meeting Management: Schedule, reschedule, and track meetings with reminders.
• Administrative Support: Manage MD sign-offs, guest coordination, and daily office upkeep.
• CafeHR Management: Process leaves, KRAs, loans, promotions, and salary corrections (MD approval).
• System Backups: Ensure monthly backups; rotate NAS drive for monthly server backup.
• Memberships renew & reminders: Provide birthday/anniversary reminders; renew memberships as needed.
• Reporting & Records: Maintain visiting card scans, MIS scheduler, awards in PPT, and attendance reports.
• Travel arrangement: Arrange travel (tickets, cabs, hotels) with travel desk and ensure medicines and visiting cards.

Job description

Role & responsibilities

1. Calendar & Meeting Management

Schedule, reschedule, and track meetings, including cancellations and reminders.

Follow up with IT for technical issues and external meeting connections.

2. Administrative Support

Manage MD Sirs document sign-offs, guest coordination (greetings, refreshments), daily office upkeep (cleaning, lighting, AC, couriers).

Inform at Security Gate and Reception for External /Guest arrival.

Digi Locker updates, Amex card bill payment, and asset audit reports.

MD’s call cleaning and Stationery arrangement

3. CafeHR Management

Process leave/OD/WFH approvals, KRAs, loans, promotions, and salary corrections (post MD Sir’s approval).

4. System Backups

Ensure monthly backups for systems (Laptop).

Rotate NAS drive for monthly server backup between home and office.

5. Memberships renew & Reminders

Provide birthday and anniversary reminders.

Renew memberships as required.

6. Reporting & Records

Maintain visiting card scans, - MIS scheduler tracking, awards records in PPT, and monthly attendance reports of direct reporters.

7. Travel arrangement

Arrange travel (tickets, cabs, hotels) with travel desk and ensure availability of medicines, visiting cards.

Preferred candidate profile

From similar background