Responsibilities

1. Executive & Administrative Suppor

- Provide comprehensive administrative support to the Director General, including calendar management, scheduling of high-level meetings, and coordination of official engagements.
- Coordinate travel arrangements, itineraries, and official logistics, including handling sensitive travel details. Travel Arrangements of the Coordinator Services and of the Regional Director Mumbai may also be assisted by the EA to the Director General however following specific approval of the Director General.
- Prepare, review, and manage correspondence, reports, briefing notes, and presentations on behalf of the Director General.
- Run the Calendar of the Director General, thereby ensure utmost transparency with respect to the nature of scheduled meetings.
- Insert all birthdays of all Employees, Board Members, Advisory Council Members and other important Partners of IGCC into the calendar and into the Director Generals mobile phone. Ensure that all birthdays will be recognized by a personal email through the email address of the Director General (EA on behalf of).
- Organization of monthly birthday gatherings for employees to be active in Mumbai.

2. Confidentiality & Information Management

- Handle highly confidential, classified, and sensitive information with absolute discretion and integrity.
- Safeguard all documents, communications, and records related to the Office of the Director General, ensuring secure storage and controlled access.
- Screen and prioritize information, calls, and requests, exercising sound judgment in determining what requires the Director Generals attention.
- Maintain strict confidentiality regarding strategic decisions, personnel matters, policy discussions, and institutional directives.
- Ensure compliance with organizational policies on data protection, confidentiality, and information security.

3. Coordination & Liaison

- Liaise discreetly with senior management,



government officials, board members, partners, and external stakeholders on behalf of the Director General.
- Follow up on action points from confidential meetings and ensure timely execution without compromising sensitive information.
- Support coordination of high-level meetings, including preparation of agendas, secure distribution of documents, and drafting of confidential minutes.

4. Strategic & Operational Support

- Assist in monitoring priority initiatives, deadlines, and strategic directives issued by the Director General.
- Conduct background research and compile confidential briefing materials to support informed decision-making.
- Anticipate the Director General’s needs and proactively address administrative or operational issues.

Required Qualifications & Experience

- Bachelor’s degree in Business Administration, Public Administration, International Relations, Law, or a related field (Master’s degree is an advantage)
- Minimum of 5–10 years of experience in a senior executive assistant or similar role supporting top-level leadership.
- Proven experience handling confidential, sensitive, or classified information
- Excellent written and verbal communication skills

Key Competencies & Skills

- Absolute discretion and integrity in handling confidential matters
- High level of professionalism, judgment, and ethical conduct
- - Solid organizational and time-management skills
- Ability to work under pressure and manage competing priorities
- Exceptional attention to detail and accuracy
- Strong interpersonal skills with the ability to interact confidently with senior officials
- Proficiency in office productivity tools and secure document management systems

- Proficiency in Microsoft Office

- Proficiency in the responsible use of AI technologies by identifying suitable applications, promoting best practices, and integrating AI into executive support processes to enhance productivity, quality, and service delivery

📌 Executive Assistant (Mumbai)
🏢 Indo-German Chamber of Commerce
📍 Mumbai