Executive assistant

Role Purpose

This is not a traditional personal-assistant or secretarial role. The Executive & Commercial Assistant is expected to become a reliable extension of Senior Management in India: owning assigned matters, coordinating internal and external parties, handling commercial and office requirements, and bringing Management a clear bottom line rather than another problem to manage. The role supports the CEO/GM across business, office and reasonable executive/personal administration where required.

Operating Principle: Investigate → Understand the facts → Coordinate → Solve → Present the bottom line, options and recommended action → Close and document. Success is measured by management relief and closure, not by the number of emails, calls or meetings.

Key Responsibilities

1. Executive & Management Support

Act as a trusted coordination point for the CEO, General Manager and designated Senior Management on India related matters. Prepare concise executive summaries, correspondence, reports, presentations, meeting notes and action trackers. Follow management decisions to closure and proactively remind/escalate only where necessary. Manage meetings, appointments, travel, documentation and reasonable executive/personal administrative requirements when requested.

2. Commercial & Business Coordination

Support preparation, review and coordination of supplier, vendor, service-provider and customer agreements, quotations, proposals, NDAs and commercial correspondence. Obtain quotations, compare commercial terms, highlight risks/gaps and present a short recommendation to Management before approval. Coordinate signatures, renewals, supporting documents, approvals and handover to Finance/Operations for filing and execution. Support commercial follow-up with customers, suppliers, ERP/technology partners and other external stakeholders without making unauthorized commitments.

3. India Office, Landlord & Service-Provider Management

Coordinate office, landlord, building management, utilities, maintenance, courier, banking/admin and other service-provider matters. Visit landlords, suppliers, customers, banks, government/service offices or other locations when physical follow-up is required. Resolve routine issues independently within approved authority and escalate material matters with facts, impact, options and recommendation. Maintain visibility of important office obligations, renewals, payments, deposits, notices and documentation.

4. Customer, Supplier & Internal Coordination

Professionally represent Management in follow-ups with customers, suppliers, partners and internal departments. Coordinate across Finance, Sales, Operations, HR, Supply Chain, Software/Technical and Administration to close management actions. Track commitments, deadlines, pending documents and dependencies until final closure; do not treat sending an email as task completion. Maintain professional relationships while protecting TAGWAY's commercial position, confidentiality and approval controls.

5. Documentation, Control & Confidentiality

Maintain organized, searchable and version-controlled records for agreements, corporate documents, management correspondence and important India-office matters. Handle confidential information including pricing, customer/supplier data, employee information, contracts, strategy and management matters with strict discretion. Ensure approvals and key decisions are documented and traceable before execution. Never share, sign, commit, approve pricing or bind TAGWAY unless specifically authorized.

Required Candidate Profile

Minimum 7 years of relevant corporate experience, preferably as Executive Assistant, Executive Coordinator, Chief-of-Staff support, Commercial Coordinator, Senior Administration/Business Support or similar. Proven experience directly supporting a CEO, Managing Director, General Manager, CFO or other senior executive in a structured corporate environment. Demonstrated exposure to commercial documentation, vendors/service providers, office administration and cross-functional coordination - not calendar/travel support only. Excellent written and spoken English; strong professional drafting and concise executive communication skills. Strong judgment, maturity, discretion, persistence, organization and ability to work independently with limited supervision. Strong Microsoft Office skills (Word, Excel, Power Point, Outlook) and comfort with digital task/documentmanagement systems. Willing and able to travel locally and perform on-field coordination when required. Stable employment history and evidence of long-term responsibility are strongly preferred.

Behavioral Expectations

Ownership: takes responsibility for an assigned matter until it is closed or formally handed over. Solution orientation: escalates problems only after reasonable investigation, with facts, impact, options and a recommended action. Management relief: reduces follow-up, reminders and operational burden on senior leadership