Executive Assistant

Role: Executive Assistant

Location: Chembur, Mumbai

Timings: 10 - 7, Monday to Saturday

Overview:

We are seeking a highly organised and proactive Executive Assistant to support the senior leadership in a fast-paced environment. This role requires strong coordination, discretion, and follow-through capabilities to manage schedules, communications, and key administrative priorities while ensuring seamless day-to-day functioning of the Partner's office.

Key responsibilities:

Calendar & Schedule Management

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• Manage and prioritise the Managing Director's calendar, including meetings, internal reviews, and external engagements
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• Coordinate across stakeholders to ensure optimal scheduling and time management
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• Anticipate scheduling conflicts and proactively resolve them
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Travel & Itinerary Management

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• Plan and coordinate domestic and international travel, including flights, accommodation, visas, and logistics
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• Prepare detailed travel itineraries and ensure smooth execution of travel plans
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• Handle last-minute changes efficiently
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Coordination & Follow-ups

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• Act as a central point of coordination between the MD and internal/external stakeholders
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• Track key action items and ensure timely follow-ups across teams
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• Facilitate communication and ensure closure on priority tasks
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Stakeholder & Communication Management

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• Manage correspondence on behalf of the MD, including emails, calls, and meeting requests
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• Maintain professionalism and confidentiality in all interactions
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• Build effective working relationships with senior stakeholders
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Vendor Coordination & Negotiation

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• Liaise with travel vendors, hotels, and service providers to ensure cost-effective arrangements
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• Negotiate rates and terms while maintaining quality standards
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Documentation & Reporting

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• Prepare meeting agendas, minutes, and presentations as required
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• Maintain organised records of key documents and communications
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Skills required:

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• Bachelor's degree (mandatory)
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• 8 - 10 years of experience as an Executive Assistant supporting senior leadership
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• Strong coordination, organisation, and follow-up skills
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• Proven experience in calendar management and travel planning
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• Good negotiation skills, particularly with vendors and service providers
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• Excellent verbal and written communication skills (English)
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• High level of discretion, professionalism, and attention to detail
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• Ability to work in a high-pressure, dynamic environment
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• Strong problem-solving mindset and ownership-driven approach
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