Executive Assistant

Job Title: Executive Assistant

Location: Mumbai

Role Overview

To provide comprehensive administrative, coordination, and operational support to the HOD, ensuring smooth functioning of day-to-day activities, effective communication, and efficient management of schedules, meetings, and departmental priorities.

Key Responsibilities

1. Administrative & Office Management

• Manage the HODs calendar, schedule appointments, and coordinate internal/external meetings.
• Organize travel arrangements including tickets, hotel bookings, itineraries, and reimbursements.
• Maintain records, documents, and filing systems—both physical and digital.
• Assist in organizing department events, reviews, workshops, and offsite meetings.

2. Communication & Coordination

• Act as a single point of contact between the HOD and internal/external stakeholders.
• Draft and respond to emails on behalf of the HOD, ensuring timely communication.
• Coordinate with cross-functional teams for follow-ups, approvals, and task updates.

3. Operational Support

• Support in managing departmental budgets, invoices, and purchase requisitions.
• Track project timelines, deliverables, and follow up on key tasks assigned by the HOD.
• Assist with onboarding coordination for new joiners within the department.
• Provide end-user training and support for SuccessFactors modules and helpdesk tools.

Qualifications & Experience

• Graduate in any discipline
• 2+ years of experience as an Executive Assistant (preferred experience supporting senior leadership).
• Experience in corporate office environments is preferred
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize effectively.
• High level of integrity, discretion, and reliability.
• Problem-solving attitude and proactive approach.