Executive Assistant to Managing Director

4 hours ago

Pune, Maharashtra, India Amit Enterprises Housing Ltd. Full time ₹ 60,00,000 - ₹ 1,20,00,000 per year

Role Overview

The Executive Assistant (EA) to the Director will provide high-level administrative and operational support to ensure the smooth functioning of the Director's office. This role demands exceptional organization, communication, and discretion while managing schedules, coordinating meetings, handling critical communication, and supporting strategic projects.


Key Responsibilities

  1. Administrative Support

Manage the Director's calendar, appointments, meetings, and travel schedules.

Prepare and organize documents, presentations, and reports.

Oversee all incoming and outgoing communication including emails, letters, and calls.

  1. Meeting & Coordination

Plan, schedule, and execute meetings with proper agenda preparation and minutes.

Coordinate logistics for internal and external meetings, conferences, and events.

Liaise with key stakeholders to confirm meeting details and follow up on action items.

  1. Communication Management

Act as the primary point of contact for all communication to and from the Director's office.

Draft, review, and edit professional correspondence.

Maintain confidentiality of sensitive information at all times.

  1. Project Support

Assist in planning and executing key projects and initiatives driven by the Director.

Track progress, maintain timelines, and coordinate with cross-functional teams.

Provide updates and reports on ongoing projects.

  1. Office & Resource Management

Maintain a well-organized office environment and ensure all resources are available.

Oversee office supplies, equipment, and filing systems (digital and physical).

  1. Event Coordination

Plan and manage company events, staff engagements, and client functions.

Handle logistics such as venue selection, catering, and travel arrangements.

Ensure smooth event execution and coordinate issue resolution.

  1. Travel Management

Book domestic and international travel for the Director.

Prepare detailed travel itineraries and ensure all documents are in order.

Manage travel changes and contingencies as required.

  1. Research & Reporting

Conduct research and prepare briefs, summaries, and presentations.

Analyze information and provide insights to support strategic decision-making.

  1. Budget & Financial Support

Assist with budget tracking, expense management, and financial documentation.

Process invoices, reimbursements, and maintain compliance with company policies.


Qualifications

Bachelor's degree in Business Administration, Management, or equivalent preferred.

Minimum 5 years of experience as an Executive Assistant or similar role.

Proficiency in Microsoft Office Suite and relevant digital tools.

Excellent written and verbal communication skills.

Strong multitasking, organizational, and time-management abilities.

High level of discretion and professionalism.

Experience in project coordination and event planning is an advantage.


Key Skills

Exceptional organization and attention to detail

Strong interpersonal and communication skills

Proactive mindset with the ability to anticipate needs

Problem-solving and decision-making capability

Ability to handle high-pressure and dynamic situations

Professional conduct and grooming

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