Position Overview
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to the Director. Based out of our Mumbai office, you will act as the primary gatekeeper and strategist for the Director to schedule, ensuring maximum productivity and seamless daily operations.
Core Responsibilities
1. Strategic Calendar Management: Maintain a master calendar, ensuring all meetings are scheduled at least one month in advance while remaining agile enough to accommodate urgent changes.
2. Email Governance: Manage the Directors inbox by filtering priorities, drafting responses, and ensuring no communication goes unaddressed.
3. Daily & Weekly Planning: Conduct a morning "brief" to review the daily agenda and a weekend "look-ahead" for the upcoming week.
4. Meeting Punctuality: Ensure the Director is briefed and present for all meetings exactly on time; manage "time-creep" to keep the day on track.
5. Rigorous Follow-ups: Track all action items from meetings and ensure internal and external stakeholders meet their deadlines.
6. Task Synchronization: Align daily tasks with the Director broader quarterly goals to ensure work stays focused on high-level priorities.
7. Stakeholder Liaison: Act as the professional bridge between the Directors office and other department heads or external partners.
8. Administrative Coordination: Oversee office-related logistics for the Director, ensuring a seamless environment (Note: While you coordinate the schedule for travel,
a separate travel desk handles the actual bookings).
Detailed Key Responsibility Areas (KRAs)
Below is a breakdown of the 5 core functional areas that define the success of this role:
KRA Category
Specific Responsibilities
Calendar Mastery
- Advance Planning: Populate the monthly grid 30 days out.
- Buffer Management: Insert "deep work" blocks between meetings.
- Zero-Inbox Goal: Categorize emails into "Urgent," "To Read," and "Delegate."
• Response Tracking: Follow up on sent emails every 2448 hours until a reply is received.
Meeting Execution
- Punctuality: Send 5-minute warnings before a meeting ends. • Minutes of Meeting (MoM): Capture and distribute key takeaways within 4 hours of a meeting ending.
Task Management
- The "Daily Priorities": Ensure the top objectives of the day are clearly listed and checked off.
• Deadline Guardian: Remind the Director of upcoming project milestones.
Protocol & Liaison
- Gatekeeping: Screen and prioritize requests for the Directors time. • Tone: Ensure all communications reflect the professional standards of the Directors office.
Preferred Qualifications:
• Exceptional command of English and Hindi.
• Prior experience supporting C-suite executives in a rapid-paced media or corporate environment.
• Mastery of Google Workspace or Microsoft Outlook for heavy calendar management.
• Ability to handle sensitive information with extreme confidentiality.
• MBA from a Premier Institution
• Experience: 7+ yrs. In a similar role.