Company Description
Xolopak India Ltd is a pioneering company in manufacturing sustainable consumable products for HORECA, Bakery and Home/Personal care industry in India. We operate in B2B and institutional business within this segment and have a pan India presence. Our products include single use wooden cutlery, ice-cream sticks and spoons, cake bases, speciality papers, luxury napkins etc. Our prestigious customers include some of the largest brands in the food and ice-cream industry.

Job Overview
We are seeking a highly organized, proactive and detail-oriented Executive Assistant to support the Managing Director and Leadership Team. The role requires exceptional coordination skills, discretion and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will act as a trusted partner, ensuring seamless executive operations and communication.

Key Responsibilities (KRAs):
1. Calendar & Schedule Management
Manage and maintain complex calendars for the MD and leadership team
Coordinate internal and external meetings across
Prioritize appointments and ensure optimal time management
Handle last-minute changes and schedule conflicts efficiently
2. Travel & Logistics Management
Plan and coordinate domestic and international travel (flights, visas, accommodation, transport)
Prepare detailed travel itineraries and briefing documents
Manage travel budgets and ensure cost optimization
Handle travel-related contingencies and on-ground coordination
3. Meeting Coordination & Documentation
Schedule and organize leadership meetings, board meetings and reviews




Attend meetings and prepare accurate Minutes of Meeting (MOM)
Track action items and ensure timely follow-ups
Prepare presentations, reports and briefing notes for meetings
4. Event & Engagement Management
Plan and execute company events, annual day & offsites activities
Coordinate with vendors for events, conferences and corporate gatherings
Manage budgets, logistics and end-to-end execution of events
Ensure high-quality experience and brand alignment
5. Stakeholder & Communication Management
Act as a point of contact between MD, leadership team and internal/external stakeholders
Draft professional emails, communications and announcements
Maintain confidentiality and handle sensitive information with discretion
Build strong working relationships across departments
6. Administrative & Operational Support
Manage documentation, records and executive correspondence
Support in preparing MIS reports, dashboards and data analysis
Coordinate with cross-functional teams for business updates
Assist in project tracking and execution support
7. Office Coordination & Process Improvement
Streamline administrative processes and improve efficiency
Liaise with vendors,



travel agencies and service providers
Ensure smooth day-to-day functioning of executive office
Identify areas for automation and process enhancement

Required Skills & Competencies:
Excellent organizational and multitasking abilities
Strong communication (written & verbal) skills
High level of professionalism and confidentiality
Proficiency in MS Office (Excel, PowerPoint, Outlook)
Strong problem-solving and decision-making skills
Ability to work under pressure and meet tight deadlines
Attention to detail and accuracy

Qualifications & Experience:
Bachelor’s degree in Business Administration or related field
5–10 years of experience as an Executive Assistant to senior leadership/MD/CXO level
Proven experience in managing international travel and high-level meetings
Experience in event management and vendor coordination preferred

Key Attributes:
Proactive and self-driven
High emotional intelligence and interpersonal skills
Strong sense of ownership and accountability
Flexibility to work beyond standard hours when required

Working Conditions:
Work Environment: Office setting.
Hours: Full-time, standard business hours with occasional overtime as required.

Benefits:
Competitive salary and performance-based incentives.
Comprehensive health insurance.
Professional development opportunities.

Xolopak India Limited is an equal prospect employer. We celebrate diversity and are committed to creating an inclusive environment for all employees

📌 Executive Assistant to MD & Leadership Team, Pune-10L per annum)
🏢 Xolopak India
📍 Pune