Job Summary

The Executive Assistant (EA) is responsible for providing high-level administrative and executive support to the Management. The role involves managing schedules, coordinating meetings, handling confidential information, preparing reports, ensuring timely communication, and facilitating smooth day-to-day operations of the executive office.

Key Roles and ResponsibilitiesExecutive Support

- Manage the Executive's calendar, appointments, and daily schedule.
- Organize meetings, prepare agendas, record minutes, and follow up on action items.
- Coordinate travel arrangements, accommodation, and official visits as required.
- Screen and prioritize emails, calls, and correspondence.

Communication & Coordination

- Act as the primary point of contact between Management and internal/external stakeholders.
- Draft professional emails, letters, reports, presentations, and official documents.
- Coordinate with various departments to ensure timely completion of assigned tasks.
- Follow up with department heads on pending work and management directives.

Administrative Responsibilities

- Maintain confidential files, records, and executive documents.
- Prepare daily, weekly, and monthly reports for Management.
- Track assignments, deadlines, and project status.
- Maintain proper documentation and filing systems.

Meeting & Event Coordination

- Schedule and coordinate management meetings, committee meetings, and review sessions.
- Prepare meeting materials, presentations, and reports.
- Ensure timely circulation of meeting minutes and monitor action-point completion.

Office Management

- Monitor correspondence and ensure timely responses.
- Coordinate with HR, Finance, Academic, and Administrative departments for management requirements.
- Assist in policy implementation and process improvements.
- Handle confidential and sensitive information with discretion.

Reporting & Follow-up

- Monitor the progress of tasks assigned by Management.
- Prepare MIS reports, dashboards,



and status updates.
- Escalate delays or issues requiring management attention.
- Ensure timely submission of reports from departments.

Compliance & Confidentiality

- Maintain strict confidentiality of organizational information and executive communications.
- Ensure compliance with institutional policies and management directives.
- Support audits, inspections, and statutory documentation whenever required.

Other Responsibilities

- Assist Management with strategic initiatives and special projects.
- Coordinate institutional events, official functions, and VIP visits.
- Perform any additional duties assigned by the Chairman, Vice President, Principal, or Management.

Required Qualifications

- Bachelor's Degree in Business Administration, Management, Commerce, or a related field.
- MBA or equivalent qualification is preferred.
- 1–3 years of experience as an Executive Assistant, Executive Secretary, or Administrative Coordinator (preferred).

Required Skills

- Excellent verbal and written communication skills.
- Solid organizational and multitasking abilities.
- Excellent time management and follow-up skills.
- High level of professionalism and confidentiality.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Strong documentation and report-writing skills.
- Problem-solving and decision-making abilities.
- Ability to work under pressure and meet deadlines.
- Strong interpersonal and stakeholder management skills.

Key Performance Indicators (KPIs)

- Timely completion of management assignments.
- Accuracy and quality of reports and documentation.
- Effective coordination with departments.
- Timely follow-up and closure of action items.
- Calendar and meeting management efficiency.
- Confidential handling of executive information.
- Responsiveness to management requests.
- Compliance with organizational policies and deadlines.

Pay: ₹11,092.47 - ₹30,000.00 per month

Benefits:

- Cell phone reimbursement
- Provident Fund

Work Location: In person

📌 Executive Assistant/Personal Assistant (India)
🏢 HKBK Group of Institutions
📍 India