Executive assistant secretary

Leadership Talent Hunters · Delhi, India

We are seeking an EA/ Founder's Office to the Director for a Global Publishing House.

Job Profile:

Coordination & Communication

Act as the primary point of contact between the Director and internal teams, clients, and external stakeholders

Ensure smooth, accurate, and timely flow of information

Follow through on commitments across teams

Calendar & Priority Management

Manage the Director's calendar, meetings, and daily schedule

Prioritise meetings based on business importance

Ensure optimal use of time and avoid scheduling conflicts

Task Tracking & Follow-ups (CRITICAL)

Maintain a structured tracker of all tasks, discussions, and action points

Proactively follow up with teams and stakeholders

Ensure closure of tasks within defined timelines (not just reminders)

Meeting Management & Documentation

Prepare meeting agendas in advance

Capture clear minutes (MOMs) with defined action items and owners

Track progress and ensure accountability on decisions

Team Coordination & Work Tracking

Support in monitoring execution across team members

Ensure tasks assigned by the Director are followed through effectively

Escalate delays or gaps proactively

Travel & Logistics Management

Plan and manage travel, accommodation, and logistics end-to-end

Prepare detailed itineraries with contingencies

Ensure smooth execution with attention to detail

Reporting & Expense Tracking

Track daily expenses and maintain accurate records

Prepare weekly, monthly, and quarterly reports as required

Documentation & Record Management

Organise, update, and maintain office filing systems and employee records

Ensure all documents are structured, accurate, and easily accessible

Cross-check critical information before sharing

HR Coordination

Prepare HR documents such as employment contracts, appointment letters, and onboarding material

Address employee queries related to HR processes

Coordinate with payroll/accounts by providing accurate employee data

System & Process Management (KEY EXPECTATION)

Build and maintain structured systems for tracking work and communication

Bring discipline and consistency in workflows

Continuously improve efficiency and reduce dependency on ad-hoc working

Confidentiality & Ethical Handling

Handle sensitive business and employee information with discretion

Maintain strict confidentiality at all times

Problem Solving & Execution Support

Identify gaps, delays, and inefficiencies proactively

Take initiative to resolve issues wherever possible

Support execution of key projects and priorities

EA/ Founders Office to the Director Requirements:

Graduate / Postgraduate degree

4–8 years of experience as Executive Assistant / Administrative / Operations role

Experience supporting senior leadership required

Excellent English communication (written and verbal)

Strong organisational and time management skills

Strong follow-up and coordination ability

High attention to detail and accuracy

Ability to prioritise and manage multiple tasks effectively

Proficiency in tools such as email, calendars, and Google Sheets

Strong interpersonal skills and professional maturity

High level of discretion and confidentiality