Executive Assistant

Job Description and Person Specifications
1. Job Details
Job Title Executive Assistant
Area Administration
Location Pune
Reporting to HOD
2. Job Profile
• The Executive Assistant provides executive support in a one-on-one working
relationship.
• The Executive Assistant serves as the primary point of contact for all internal and
external constituencies on all mattersabouto the respective department /
Office .
• You shall also serve as a liaison to the senior management teams; organize and
coordinate executive outreach and external relations efforts; and oversee special
projects.
• The Executive Assistant will have the ability to work in a fast-paced environment
and must be able to work under pressure at times to handle a wide variety of
activities and confidential matters with discretion.
• Completes a broad variety of administrative tasks for the HOD including managing
an extremely active calendar of appointments; completing strategic reports;
composing and preparing correspondence that is sometimes confidential;
arranging complex and detailed travel plans, itineraries, and agendas; and
compiling documents for special projects. Plans, coordinates and ensures the
HODs schedule is followed and respected.
• Communicates directly, and on behalf of the HOD, on matters related to the
HODs programmatic initiatives.
• Research, prioritizes and follows up on incoming issues and concerns addressed to
the HOD, including those of a sensitive or confidential nature.
• Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the respective office and
internal departments; demonstrating leadership to maintain credibility, trust and
support with senior management staff. Works closely and effectively with the HOD
to keep him/ her well informed of upcoming commitments and responsibilities,
following up appropriately.
• Provides leadership to build relationships crucial to the success of the organization
and manages a variety of special projects for the HOD, some of which may have
organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach,
including drafting acknowledgment letters, personal correspondence, and other
tasks that facilitate the HOD ability to effectively lead the company.
• Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows
through on projects to successful completion, often with deadline pressures.
• Participates as an adjunct member of the Executive Team including assisting in
scheduling meetings and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off-
sites, and all staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans
Skills and Abilities:
• Strong organizational skills that reflect the ability to perform and prioritize
multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with
stakeholders, including staff, management members, and external partners
• Excellent written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-
making capability
• Emotional maturity
• Highly resourceful team player, with the ability to also be extremely effective
independently
• Proven ability to handle confidential information with discretion, be adaptable to
various competing demands, and demonstrate the highest level of customer/client
service and response
• Demonstrated ability to achieve high-performance goals and meet deadlines in a
fast-paced environment
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
3. Education Qualification
• Bachelor of Engineering with MBA from premier institutes only, 5 7 years
• Experience and interest in internal and external communications, partnership
development
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe
Acrobat, and Social Media web platforms