Executive Assistant to MD & Leadership Team, Pune (CTC-9-10L per annum)

Xolopak India Ltd · Maharashtra, India

Company Description

Xolopak India Ltd is a pioneering company in manufacturing sustainable consumable products for HORECA, Bakery and Home/Personal care industry in India. We operate in B2B and institutional business within this segment and have a pan India presence. Our products include single use wooden cutlery, ice-cream sticks and spoons, cake bases, speciality papers, luxury napkins etc. Our prestigious customers include some of the largest brands in the food and ice-cream industry.

Job Overview

We are seeking a highly organized, proactive and detail-oriented Executive Assistant to support the Managing Director and Leadership Team. The role requires exceptional coordination skills, discretion and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will act as a trusted partner, ensuring seamless executive operations and communication.

Key Responsibilities (KRAs):

1. Calendar & Schedule Management

• Manage and maintain complex calendars for the MD and leadership team
• Coordinate internal and external meetings across
• Prioritize appointments and ensure optimal time management
• Handle last-minute changes and schedule conflicts efficiently

2. Travel & Logistics Management

• Plan and coordinate domestic and international travel (flights, visas, accommodation, transport)
• Prepare detailed travel itineraries and briefing documents
• Manage travel budgets and ensure cost optimization
• Handle travel-related contingencies and on-ground coordination

3. Meeting Coordination & Documentation

• Schedule and organize leadership meetings, board meetings and reviews
• Attend meetings and prepare accurate Minutes of Meeting (MOM)
• Track action items and ensure timely follow-ups
• Prepare presentations, reports and briefing notes for meetings

4. Event & Engagement Management

• Plan and execute company events, annual day & offsites activities
• Coordinate with vendors for events, conferences and corporate gatherings
• Manage budgets, logistics and end-to-end execution of events
• Ensure high-quality experience and brand alignment

5. Stakeholder & Communication Management

• Act as a point of contact between MD, leadership team and internal/external stakeholders
• Draft professional emails, communications and announcements
• Maintain confidentiality and handle sensitive information with discretion
• Build strong working relationships across departments

6. Administrative & Operational Support

• Manage documentation, records and executive correspondence
• Support in preparing MIS reports, dashboards and data analysis
• Coordinate with cross-functional teams for business updates
• Assist in project tracking and execution support

7. Office Coordination & Process Improvement

• Streamline administrative processes and improve efficiency
• Liaise with vendors, travel agencies and service providers
• Ensure smooth day-to-day functioning of executive office
• Identify areas for automation and process enhancement

Required Skills & Competencies:

• Excellent organizational and multitasking abilities
• Strong communication (written & verbal) skills
• High level of professionalism and confidentiality
• Proficiency in MS Office (Excel, PowerPoint, Outlook)
• Strong problem-solving and decision-making skills
• Ability to work under pressure and meet tight deadlines
• Attention to detail and accuracy

Qualifications & Experience:

• Bachelor's degree in Business Administration or related field
• 5-10 years of experience as an Executive Assistant to senior leadership/MD/CXO level
• Proven experience in managing international travel and high-level meetings
• Experience in event management and vendor coordination preferred

Key Attributes:

• Proactive and self-driven
• High emotional intelligence and interpersonal skills
• Strong sense of ownership and accountability
• Flexibility to work beyond standard hours when required

Working Conditions:

• Work Environment: Office setting.
• Hours: Full-time, standard business hours with occasional overtime as required.

Benefits:

• Competitive salary and performance-based incentives.
• Comprehensive health insurance.
• Professional development opportunities.

Xolopak India Limited is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees