Executive Assistant

**Job Title: Executive Assistant to the Managing Director**

**Location**: | **Panchkula**

**Reports To**: The Managing Director

**Position Summary**: it is seeking a highly organized, proactive, and discreet

Executive Assistant to provide comprehensive administrative and operational support directly

to the Managing Director. This pivotal role will be instrumental in ensuring the efficient

day-to-day functioning and supporting the growth initiatives of both our established event

management company and the successful launch and development of Utsav, our new nature

environment, adept at managing dynamic schedules, facilitating effective communications, and

handling sensitive information with utmost professionalism and confidentiality. This role is

perfect for someone eager to be deeply involved in a company's expansion journey.

**Key Responsibilities**:
**-Executive & Business Support**:
○ Manage and optimize the Managing Director's dynamic calendar, including

scheduling and coordinating meetings, appointments, and key calls across both

business units.

○ Prioritize commitments, proactively identify and resolve scheduling conflicts, and

ensure timely reminders and necessary background information are prepared.

○ Act as a primary point of contact and professional liaison for internal teams, key

clients, partners, vendors, and other stakeholders, managing communications

effectively.

○ Prepare, proofread, and finalize various documents, including reports,

presentations, proposals, and correspondence on behalf of the Managing

Director.

○ Conduct focused research and gather necessary data to support business

development, operational planning, and strategic discussions.

○ Prepare and reconcile expense reports accurately and promptly, managing

administrative tasks efficiently.
- **Communication & Relationship Facilitation**:
○ Facilitate smooth and clear communication flow between the Managing Director

and various departments, ensuring timely dissemination of information and

follow-up on action items.

○ Draft routine and non-routine communications, ensuring clarity, conciseness, and

alignment with company standards.

appropriate, or escalating as needed to ensure optimal use of the Managing

Director's time.

○ Cultivate positive professional relationships with internal colleagues and external

contacts, representing the Managing Director and the company professionally.

**-Hands-On Project & Operational Coordination**:
○ Assist in the coordination and tracking of various projects and initiatives across

both the event management and resort businesses, ensuring adherence to

timelines and deliverables in a flexible environment.

○ Provide direct administrative and logístical support for executive-level meetings,

client engagements, and company events, including those at Utsav.

○ Oversee and manage all travel arrangements (domestic and international) for the

Managing Director, including booking, itinerary preparation, and logístical

coordination.

○ Streamline and implement efficient administrative and filing systems (both digital

and physical) to support rapid growth and ensure easy access to vital

information.

○ Be prepared to take on diverse tasks and adapt quickly to evolving

priorities inherent in a growth-stage company, demonstrating a proactive and

problem-solving attitude.

**-Trust & Confidentiality**:
○ Exercise a high level of discretion and maintain strict confidentiality concerning

all proprietary, financial, personnel, and strategic information.

○ Serve as a trustworthy custodian of critical business data.

**-Experience & Qualifications**:
○ Minimum of 4-7 years of dedicated experience as an Executive Assistant or

Senior Administrator supporting Directors or senior management.

○ Experience working in a growth-stage company, a dynamic mid-sized

organization, or within the event management/hospitality industry in India is

highly desirable.

○ Bachelor's degree in Business Administration, Management, or a related field.

Relevant certifications are a plus.

**-Skills & Attributes**:
○ Excellent Organizational & Time Management Skills: Proven ability to

manage multiple tasks, priorities, and deadlines efficiently and accurately.

○ Proactive & Resourceful: Possesses a strong sense of initiative, anticipates

needs, and effectively finds solutions to day-to-day challenges.

○ Strong Communication Skills: Clear, concise, and professional verbal and

written communication in English and Hindi.

○ High Level of Discretion: Demonstrated ability to handle sensitive and

confidential information with integrity and professionalism.

○ Adaptability & Flexibility: Thrives in a fast-paced, evolving environment,

comfortable with shifting priorities and a hands-on approach.

○ Problem-Solving Ability: A practical and effective approach to addressing

issues and ensuring smooth operations.

○ Technological Proficiency: Strong proficiency with Microsoft Office Suite

(Outlook,