Job Summary:

We are seeking a highly dependable, proactive, female Executive Assistant to meet the professional and personal requirements of the Director.

This is a high-trust, high-responsibility role requiring exceptional organizational capability, discretion, strong communication skills, and the ability to anticipate needs proactively. The role goes beyond administrative coordination and includes research, analytical preparation, and strategic support to enable the Director to effectively engage across national and international platforms.

The ideal candidate will be hands-on, solution-oriented, intellectually curious, and able to synthesize information, ensuring seamless preparation for meetings, conferences, and key engagements.

Stability, commitment, and long-term association are strongly preferred.

Key Responsibilities:

Executive & Administrative Support

- Manage complex calendars across professional, social, and personal commitments
- Coordinate internal and external meetings across diverse stakeholders
- Track action items and ensure timely follow-ups
- Prepare briefing notes, agendas, and meeting summaries
- Maintain structured documentation and digital filing systems

Professional Coordination

- Liaise with internal teams across programs and projects
- Coordinate meetings with stakeholders, consultants, and institutional partners
- Assist in planning and execution of meetings, site visits, and reviews
- Manage logistics and itineraries
- Track commitments and deadlines across projects

Personal Assistance

- Manage calendar requirements (if any)
- Liaise with stakeholders & vendors where required
- Assist in planning personal travel and engagements
- Provide dependable support across personal commitments

Communication & Stakeholder Interface

- Act as first point of contact when required
- Manage professional correspondence
- Draft routine communication and follow-ups
- Ensure courteous and professional engagement with stakeholders




- Always maintain strict confidentiality

Event & Logistics Management

- Support planning of meetings, gatherings, and hosted events
- Coordinate venues, vendors, guest lists, and confirmations
- Assist in execution of conferences and institutional engagements
- Manage logistics for hosted discussions and delegations

Operational & Problem-Solving Support

- Anticipate needs and proactively resolve issues
- Handle urgent requests calmly and efficiently
- Ensure seamless coordination across professional and personal spheres
- Maintain high discretion and attention to detail
- Provide structured support to enhance day-to-day efficiency

Research & Strategic Preparation Support

- Conduct background research on themes relevant to meetings, conferences, roundtables, and forums
- Prepare briefing documents, summaries, and talking notes ahead of key engagements
- Compile contextual research on organizations, speakers, policymakers, partners, and sector developments
- Support preparation for:
- Conferences
- Round tables
- Panel discussions
- International seminars
- Public platforms
- Monitor sectoral developments across the scope of work.
- Summarize articles, reports, policy notes, and institutional updates into concise insights
- Support development of presentations, speaking material, and background notes
- Maintain reference archives of reports, articles, and research materials.

Candidate Profile

Highly reliable and stable
Hands-on and execution-driven
Smart, quick-thinking, and resourceful
Intellectually curious and research-oriented




Presentable and polished
Discreet and trustworthy
Solution-driven and proactive
Comfortable working in dynamic, multi-stakeholder environments

Preferred Qualifications

- Bachelor / Masters or Relevant degree from globally acclaimed universities
- 7+ years of experience supporting senior leadership
- Prior experience as Executive Assistant or Personal Assistant to CXO / Founder / Philanthropic Leader preferred
- Strong research, summarization, and documentation skills
- Excellent written and verbal communication skills
- Strong organizational and time-management abilities
- High level of professionalism and confidentiality
- Strong interpersonal skills and polished etiquettes

Preferred Background

Candidates with experience in:

- Foundations and philanthropic organizations
- Policy institutions
- Corporate leadership offices
- Family offices
- Development sector organizations

Additional Preferences

- Based in South Mumbai (strongly preferred)
- Willing to be flexible with working hours when required
- Comfortable handling both professional and personal responsibilities
- Robust digital literacy (presentations, documentation, research tools)
- Stable employment history preferred

Key Traits That Will Make Someone Succeed in This Role

Given the nature of leadership responsibilities handled, the following traits are critical:

- Anticipation mindset
- Structured thinking
- Curiosity and analytical ability
- Strong judgment
- Ability to synthesize information quickly
- Emotional intelligence
- Multi-tasking capability
- Ownership mindset
- Loyalty and discretion

Top of Form

Bottom of Form

What We Offer:

- Collaborative work culture with experts, youth leaders, and global networks.
- Inclusive working environment and professional development opportunities.
- A chance to contribute to the design and implementation of transformative conservation solutions.

📌 Executive Assistant To Director (Maharashtra)
🏢 RPG Group
📍 Maharashtra