Executive assistant to Director in Bombay, भारत

Job Summary

We are looking for a highly organized, proactive, and dependable Executive Assistant to the Director to provide executive, administrative, and business coordination support. The candidate will work closely with the Director to manage daily schedules, coordinate meetings, monitor business activities, follow up with departments, and ensure timely execution of important assignments.

The ideal candidate should possess excellent communication skills, strong follow-up capabilities, professional discretion, and the ability to manage multiple priorities in a fast-paced business environment.

Key Responsibilities1. Executive & Administrative Support

• Manage the Director’s daily calendar, appointments, meetings, and schedules.

• Coordinate internal and external meetings with clients, vendors, business partners, and senior management.

• Handle emails, calls, correspondence, and other communications as required.

• Prepare presentations, reports, meeting agendas, and Minutes of Meeting (MOMs).

• Organize and maintain important documents, records, and confidential files.

• Arrange domestic and international travel, including flights, hotel bookings, transportation, and itineraries.

• Ensure timely reminders for meetings, deadlines, and important commitments.

2. Business Coordination & Follow-ups

• Coordinate with different departments, including HR, Finance, Sales, Operations, and Administration.

• Follow up with department heads and team members on tasks assigned by the Director.

• Maintain trackers for pending tasks, project updates, deadlines, and action items.

• Monitor the progress of important assignments and ensure timely closure.

• Act as a communication bridge between the Director and internal teams.

• Escalate delays, critical issues, and pending decisions to the Director.

• Support the implementation and monitoring of management decisions.

3. Reporting & Documentation

• Prepare daily updates, weekly summaries, MIS reports, and business presentations as required.

• Collect information and updates from departments for management review.

• Maintain records of meetings, decisions, commitments, and follow-up actions.

• Conduct research and compile information to support business decisions.

• Ensure accuracy, confidentiality, and timely submission of reports.

4. Special Projects & Management Support

• Assist the Director with special projects, business initiatives, and strategic assignments.

• Coordinate with external stakeholders, consultants, clients, and business associates.

• Handle urgent and confidential assignments with professionalism.

• Identify pending activities and proactively follow up to ensure execution.

• Manage additional professional or personal tasks assigned by the Director, wherever required.

Required Skills & Competencies

• Excellent verbal and written communication skills.

• Strong organizational, planning, and time-management abilities.

• Proficiency in MS Office, particularly Excel, Word, and PowerPoint.

• Strong coordination, follow-up, and task-management skills.

• Ability to prepare professional reports, presentations, and meeting summaries.

• Excellent interpersonal skills and confidence in dealing with senior management.

• Strong problem-solving abilities and attention to detail.

• Ability to multitask, prioritize assignments, and work under pressure.

• High level of integrity, confidentiality, and professional discretion.

• Proactive mindset with strong ownership and accountability.

Educational Qualifications & Experience

• Bachelor’s degree in Business Administration, Commerce, Management, or a related field.

• 3–6 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or in a similar role.

• Prior experience supporting a Director, Managing Director, CEO, or senior leadership is preferred.

• Experience in business coordination, management reporting, and cross-functional follow-ups will be an advantage.