Secretary / Executive Assistant

Job Title

Executive Assistant (to the CEO / Managing Director / Senior Leadership)

Job Summary

We are seeking a highly organized, proactive, and discreet Executive Assistant to provide high-level administrative and operational support to our senior executive(s). As the right-hand partner, you will manage calendars, coordinate communications, handle travel logistics, and ensure smooth day-to-day operations. This role requires exceptional multitasking, strong interpersonal skills, and the ability to handle confidential information with professionalism. You will act as a gatekeeper, problem-solver, and liaison between the executive and internal/external stakeholders, helping maximize their productivity and focus on strategic priorities. 

Key Responsibilities

• Manage and optimize the executive’s complex calendar, including scheduling meetings, appointments, and events while prioritizing tasks and resolving conflicts.

• Handle all communications: screen and prioritize emails, phone calls, and correspondence; draft and proofread professional responses, reports, presentations, and documents.

• Coordinate domestic and international travel arrangements, including flights, accommodations, visas, transportation, itineraries, and expense reports.

• Organize meetings and events: prepare agendas, take minutes, arrange logistics (catering, venues, virtual setups), and follow up on action items.

• Serve as a liaison between the executive, board members, senior management, clients, vendors, and other stakeholders.

• Maintain confidentiality while handling sensitive information, documents, and projects.

• Assist with special projects, research, data analysis, and preparation of materials for presentations or board meetings.

• Manage office-related tasks, such as ordering supplies, maintaining filing systems (physical and digital), and overseeing general administrative processes.

• Anticipate the executive’s needs, proactively resolve issues, and track follow-ups to ensure timely closures.

• Support additional tasks like donor/client management, basic bookkeeping, or team coordination as needed. 

Required Qualifications and Skills

Education & Experience:

• Bachelor’s degree in Business Administration, Communications, or a related field (preferred); equivalent work experience accepted.

• 2–5+ years of experience as an Executive Assistant, Personal Assistant, or in a similar administrative role supporting C-level executives (experience in Mumbai/India corporate environments is a plus).

Essential Skills:

• Organizational & Time Management — Ability to juggle multiple priorities in a fast-paced environment with minimal supervision.

• Communication — Excellent verbal and written skills in English (and local languages if relevant); professional drafting and editing.

• Technical Proficiency — Advanced knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace, calendar tools, and collaboration platforms (e.g., Zoom, Teams). Familiarity with CRM or expense software is advantageous.

• Discretion & Judgment — High level of integrity and ability to handle confidential matters.

• Problem-Solving — Proactive, resourceful, and calm under pressure; strong attention to detail.

• Interpersonal — Ability to build relationships with diverse stakeholders and represent the executive professionally.

Preferred Attributes:

• Experience with international travel coordination and time-zone management.

• Project management skills or exposure to strategic initiatives.

• Flexibility for occasional extended hours or travel.