Assistant to the Executive Director

2 days ago

Pune, India Pinakiin Designs Full time

Company Description


Pinakiin Designs is a design and build firm with a focus on creating timeless, classic spaces for corporate companies and prominent builders and developers in multiple cities including Pune, Indore, Gurugram, and Bangalore. Their proprietary system, Pinakiin Designs (Design & Build), utilizes technology for efficient project management and design execution. Specializing in construction management, project management, and process improvements, Pinakiin Designs offers a unique approach to design and construction.




Role Description


This is a full-time on-site role for an Executive Assistant to the Director at Pinakiin Designs in Pune. The Executive Assistant will be responsible for executive administrative assistance, diary management, communication, and providing executive support to the Director. The role will involve day-to-day coordination, communication, and administrative tasks to support the efficient functioning of the office.




Key Responsibilities:



  • Administrative Support:


Provide comprehensive administrative assistance to executives, including managing calendars, scheduling meetings, and organizing travel arrangements.



  • Travel Coordination:


Arrange and manage all travel logistics for executives, including flight bookings, accommodation, ground transportation, and itineraries. Travel will be a mandatory part of the role, both domestic and international, as required.



  • Meeting Preparation:


Prepare agendas, documents, and presentations for meetings. Take minutes and follow up on action items to ensure timely completion.



  • Communication Management:


Screen and prioritize incoming calls, emails, and correspondence. Handle communication on behalf of the executive as needed and ensure timely responses to urgent matters.



  • Document Management:


Maintain accurate records and files, ensuring sensitive information is managed confidentially and efficiently.



  • Event Planning and Coordination:


Organize and coordinate events, conferences, and team meetings, both on-site and off-site, including travel logistics when necessary.



  • Project Assistance:


Assist with specific projects and initiatives as directed by the executive team, ensuring deadlines are met and providing support as needed.



  • Ad-hoc Tasks:


Manage any additional tasks or duties as assigned by the executive leadership team, adapting to changing priorities.

Key Requirements:



  • Education:


A bachelor’s degree in business administration, Communications, or a related field is preferred.



  • Experience:


A minimum of 1-2 years of experience as an executive assistant or in a similar administrative role. Experience in managing executive-level schedules and international travel arrangements is highly preferred.



  • Skills & Abilities:


Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Excellent written and verbal communication skills.

Ability to manage multiple tasks and priorities in a fast-paced environment.

Exceptional organizational and time-management skills.

Ability to maintain confidentiality and handle sensitive information.

Proactive and able to work independently with minimal supervision.


  • Travel Requirement:


Willingness and ability to travel as required (domestic and international), including overnight stays and extended trips. (Please do not apply if you are not comfortable with travelling )

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