Executive Assistant to the Director

Calendar & Time Management

• Plan and manage the daily calendar of the executive, ensuring a well-structured, productive schedule.
• Schedule meetings, calls, and tasks across departments, offices, and external stakeholders
• Allocate time for focused work, strategic discussions, reviews, and breaks.
• Proactively identify conflicts or overloads and suggest adjustments.

Meeting & Communication Support

• Organize internal and external meetings: prepare agendas, confirm attendance, and send calendar invites.
• Maintain minutes of meetings (MoMs), highlight action points, and follow up for timely closures.
• Act as a liaison between the executive and teams to ensure communication is clear and timely.

Task Tracking & Delegation Follow-up

• Maintain a task tracker for the executive’s assigned, delegated, and pending work across departments.
• Ensure timely follow-up with teams and individuals on action items.
• Highlight priority items and overdue tasks to the executive daily.

Document & Information Management

• Organize and maintain digital and physical records including reports, presentations, internal memos, and communication drafts.
• Prepare briefing documents for meetings and trips.
• Coordinate documentation for projects, vendors, and internal coordination.

Office & Team Coordination

• Coordinate with cross-functional teams across offices to gather updates, reports, and schedules.
• Support the executive in internal communications, announcements, and follow-ups.
• Track progress of ongoing initiatives and prepare status summaries.

Travel & Visit Planning

• Plan and coordinate domestic and international travel, including flights, visas, accommodation, and itineraries.
• Ensure all logistics for official travel or visits are managed in advance.

Support for Projects & Events

• Assist in organizing internal reviews, project milestones, events, or offsite meets.
• Ensure logistics, communication, and execution for any strategic or brand-related initiative involving the executive.

Confidential & Administrative Support

• Maintain confidentiality of sensitive information and decisions.
• Handle personal admin tasks assigned by the executive including banking, appointments, or family coordination (when required).

Calendar management

• Meeting documentation
• Task follow-up
• Travel & logistics
• Information organization
• Team communication

Success Metric

• >95% schedule adherence with minimal conflicts
• MoMs prepared within 24 hours; 100% action tracking
• >90% closure rate on delegated tasks
• All travel planned with zero last-minute escalations
• All key docs accessible, organized, and up to date
• <1 hour response time for internal coordination

Job Type: Full-time

Pay: ₹12,208.20 - ₹41,916.41 per month

Schedule:

• Day shift

Work Location: In person