Executive Assistant

HR Yaar · Maharashtra, India

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

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

Travel & Itinerary Management

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

Coordination & Follow-ups

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

Stakeholder & Communication Management

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

Vendor Coordination & Negotiation

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

Documentation & Reporting

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

Skills required:

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