Executive Assistant to Director

2 days ago

Gurgaon, Haryana, India V-Guard Full time ₹ 15,00,000 - ₹ 20,00,000 per year

We are looking for a dynamic and seasoned Executive Assistant to support the Director & COO of V-Guard Industries Ltd. in a fast-paced, high-stakes environment. This position demands a proactive, detail-oriented, and highly confidential professional who can manage complex calendars, coordinate high-level meetings, handle strategic communications, and act as a reliable liaison with internal and external stakeholders. Responsibilities1. Executive Support & Strategic Coordination

  • Manage the Director & COO's schedule with utmost discretion and priority alignment across strategic, operational, and leadership agendas.
  • Coordinate preparation of business presentations, meeting briefs, and strategic documents.
  • Draft, edit, and manage high-level correspondence (emails, memos, reports).
  • Handle confidential and sensitive information with integrity.2.

Calendar & Meeting Management

  • Maintain and prioritize multiple calendars, organize internal/external meetings, track key follow-ups.
  • Prepare agendas, take minutes, and ensure action item follow-through for all leadership meetings.
  • Coordinate review cycles and board-related documentation where applicable.3.

Travel, Events & Logistics

  • Plan and coordinate complex travel itineraries (domestic & international), including visa processing, hotel bookings, ground transport, forex, etc.
  • Manage end-to-end event support for leadership off-sites, review meetings, and external engagements (FICCI, CII, etc.).
  • Liaison with administrative teams to ensure seamless logistical support.4.

Communication & Liaison

  • Serve as the primary point of contact for stakeholders seeking time or input from the Director & COO.
  • Liaison with internal teams, leadership peers, and external bodies for business continuity and relationship management.
  • Filter communications and highlight priority areas with sound business judgment.5.

Administrative Excellence

  • Manage expense reports, reimbursements, vendor coordination, office records, and personal documentation for the Director.
  • Coordinate with departments like Finance, HR, Strategy, and Admin for relevant support activities.
  • Maintain up-to-date filing systems (physical and digital), trackers, and dashboards.

Qualifications

  • Graduate/Postgraduate in Commerce/Business/Secretarial Practices.
  • Diploma in Office Management, Secretarial Practice, or related certification preferred.
  • 15-25 years of experience in Executive Assistant/Secretarial roles supporting CXOs or seniorleadership.
  • Proven experience in managing senior leaders in high-growth organizations or corporates.
  • Prior exposure to conglomerates or manufacturing/FMCG/FMCD sectors will be an advantage.
  • Strong executive presence and professional communication (written and verbal).
  • Exceptional organizational and multi-tasking skills.
  • Ability to maintain discretion and handle high-level confidential material.
  • Advanced skills in MS Office Suite (Word, Excel, PowerPoint, Outlook), familiarity with travelportals, expense tools.
  • Self-starter with a problem-solving mindset and capability to work under pressure.

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