opening for Executive Assistant

Kaapro Management Solutions; Surat; On-site; INR 300,000 - 540,000; Full time

Job summary

Kaapro Management Solutions seeks a proactive Executive Assistant to provide comprehensive support to the Director in Surat. The role requires excellent communication, scheduling, and coordination skills with flexibility to travel and manage logistics efficiently.

The EA will manage calendars, plan travel, prepare materials, and liaise with stakeholders while maintaining confidentiality and professionalism in all tasks.

Qualifications

• Bachelor's degree preferred.
• 1+ years of EA/PA experience to senior management.
• Strong organizational and multitasking abilities.

Responsibilities

• Manage Director's calendar, appointments and meetings.
• Coordinate all travel logistics including flights, accommodation and visas.
• Serve as main point of contact with internal and external stakeholders.
• Prepare meeting agendas, materials and minutes; follow up on action items.
• Handle event bookings and arrangements for meetings, conferences, and venues.
• Maintain confidential records, reports and presentations.

Skills

Calendar management

Travel coordination

Communication

Multitasking

MS Office

Education

Bachelor's degree

Tools

MS Office Suite

Job description

Job Title: Executive Assistant to Director

Location: Surat

Reporting To: Director

Job Summary

We are seeking a highly organized, proactive, and professional Executive Assistant (EA) to provide comprehensive support to the Director. The role requires excellent communication, scheduling, and coordination skills, along with the flexibility to travel and manage logistics efficiently.

Key Responsibilities

• Calendar & Scheduling: Manage the Directors calendar, appointments, and meetings, ensuring effective time utilization.
• Travel Management: Organize and coordinate all travel arrangements including flights, accommodation, visas, local transportation, and itineraries.
• Communication: Act as the point of contact between the Director and internal/external stakeholders, managing calls, emails, and correspondence with professionalism.
• Meeting Support: Prepare agendas, coordinate materials, take notes, and follow up on action items.
• Event & Booking Management: Handle reservations/bookings (meetings, conferences, hotels, restaurants, etc.) as required.
• Documentation: Maintain records, prepare reports, presentations, and ensure confidentiality of sensitive information.
• Travel with Director: Accompany the Director for business trips, client meetings, or events, providing on-ground support and ensuring smooth execution.
• Task Coordination: Assist with personal and professional tasks to ensure seamless work-life balance for the Director.

Requirements

• Bachelors degree preferred.
• 1+ years of experience as an EA/PA to senior management.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Flexibility to travel frequently in Surat at short notice.
• High degree of professionalism, discretion, and integrity.

Role will include both personal and professional activities pertaining to director .