Executive Assistant- Khed Shivapur Pune

Role & responsibilities

Key Responsibilities

1. Calendar & Meeting Coordination

• Manage CEOs daily, weekly, and long-term schedule
• Prioritize meetings aligned with business goals
• Coordinate internal/external appointments, leadership reviews, and plant visits

2. Email & Communication Gatekeeping

• Filter and draft internal/external correspondence
• Track important follow-ups and flag urgent matters
• Maintain high discretion in handling confidential topics

3. Task & Project Management

• Maintain a rolling action tracker of CEO’s commitments
• Coordinate status updates with department heads
• Ensure deadlines and deliverables are met

4. Meeting Prep & Documentation

• Prepare pre-read summaries and context briefs
• Attend key meetings, take notes, and follow up
• Organize digital storage of minutes and references

5. Travel & Event Logistics

• Manage domestic and international travel planning
• Prepare itineraries, tickets, visas, and local logistics
• Handle travel reimbursements and claims

6. Internal Liaison & Support

• Coordinate with senior team on behalf of the CEO
• Assist in follow-ups, status checks, and reporting
• Interface with vendors, clients, and partners when requested

7. Personal Assistance (Confidential)

• Manage occasional personal errands, reminders, and documentation
• Coordinate select family matters (if delegated)

Skills & Tools Required

• Strong command over email, Google Workspace or Microsoft Office
• Proficient in tools like Notion, Trello, or task managers
• Excellent communication in English and local languages
• High EQ, attention to detail, and proactive mindset
• Calm under pressure and organized in execution

Success Metrics (KPIs)

• CEO calendar balance and effectiveness
• Timely closure of follow-ups and decisions
• Internal leadership satisfaction score
• Task dashboard and weekly reporting cadence
• Smooth execution of travel and high-stakes meetings

Preferred candidate profile

Female Married Candidates only

Experience 4+yrs