Executive Assistant

Key Responsibilities

1. Calendar & Meeting Management

• Own and manage the calendar across all business and personal commitments.
• Schedule, amend, confirm and coordinate meetings with internal teams, partners,
• vendors, clients and other stakeholders.
• Proactively avoid conflicts, over-booking, and inefficiencies in time usage.
• Communicate clearly with all participants regarding meeting time, location, agenda and
• preparation required.

2. Meeting Preparation & Follow-through

• Prepare agendas for every meeting by taking inputs from the director and relevant stakeholders.
• Attend meetings with the Director and take structured notes.
• Convert discussions into clear action points, owners and timelines.
• Track progress on every commitment made in the Director’s office and ensure timely
• follow-up until closure.

3. Project & Task Tracking (Director’s Office)

• Maintain a live tracker of all projects, tasks and initiatives under the Director’s purview.
• Coordinate with internal teams (operations, finance, sales, HR, branch offices) to ensure
• updates are received and bottlenecks are identified early.
• Flag delays, risks or dependencies to the Director’s and suggest solutions.
• Ensure nothing falls through the cracks.

4. Communication & Liaison

• Act as the first point of contact between the Director and internal & external stakeholders.
• Draft, send and follow up on emails, messages and meeting requests on behalf of the Director.
• Ensure communication from the Director office is professional, timely and clear.

5. Travel & Personal Management

• Manage all business and personal travel for the Director – flights, trains, hotels, ground
• transport and itineraries.
• Track important dates, reminders, personal commitments and follow-ups.
• Handle personal errands and logistics to reduce the Director’s cognitive load.

Success Metrics

The success of this role will be measured by:

• Accuracy and reliability of the Director’s calendar and meeting management
• Completion rate of action items and projects tracked through the Director’s office
• Quality of meeting notes, follow-ups and documentation
• Reduction in delays, missed commitments and operational friction for the Director