Executive Assistant

**Job Description and Person Specifications**

**Job Details : Executive Assistant**

**Area : Administration**

**Location : Pune**

**Reporting to : HOD**

**Job Profile**
- The Executive Assistant provides executive support in a one-on-one working relationship.
- The Executive Assistant serves as the primary point of contact for all internal and external constituencies on all matters pertaining to the respective department /

Office.
- You shall also serve as a liaison to the senior management teams; organize and coordinate executive outreach and external relations efforts; and oversee special projects.
- The Executive Assistant will have the ability to work in a fast-paced environment and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Completes a broad variety of administrative tasks for the HOD including managing an extremely active calendar of appointments; completing strategic reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for special projects. Plans, coordinates and ensures the

HOD’s schedule is followed and respected.
- Communicates directly, and on behalf of the HOD, on matters related to the

HOD’s programmatic initiatives.
- Research, prioritizes and follows up on incoming issues and concerns addressed to the HOD, including those of a sensitive or confidential nature.
- Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the respective office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. Works closely and effectively with the HOD to keep him/ her well informed of upcoming commitments and responsibilities, following up appropriately.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the HOD, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the HOD ability to effectively lead the company.
- Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
- Assists in coordinating the agenda of senior management team meetings and off
- sites, and all staff meetings
- Facilitates cross-divisional coordination of travel and outreach plans

**Skills and Abilities**:

- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, management members, and external partners
- Excellent written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision
- making capability
- Emotional maturity
- Highly resourceful team player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
- Forward-looking thinker, who actively seeks opportunities and proposes solutions.

**Education Qualification**
- Bachelor of Engineering with MBA from premier institutes only, 5 - 7 years
- Experience and interest in internal and external communications, partnership development
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe

Acrobat, and Social Media web platforms

**Salary**: ₹300,000.00 - ₹500,000.00 per year

**Benefits**:

- Provident Fund

Schedule:

- Day shift

Ability to commute/relocate:

- Pune, Maharashtra: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Bachelor's (required)

**Language**:

- English (required)