Executive Assistant to Director

Position: Executive Assistant to Director

Department: Administration / Executive Office

Reporting To: Director

Job Summary The Executive Assistant (EA) to the Director will provide comprehensive administrative, operational, and travel management support to the Director. The role requires excellent organizational, communication, coordination, and multitasking skills while maintaining the highest level of confidentiality and professionalism.

Key Responsibilities

Executive & Administrative Support

- Manage the Director's calendar, appointments, meetings, and daily schedules.
- Coordinate internal and external meetings, prepare agendas, and record minutes of meetings.
- Screen and manage emails, calls, correspondence, and other communications.
- Draft professional letters, presentations, reports, and business documents.
- Maintain confidential records, files, and sensitive information.
- Track action items and ensure timely follow-up with stakeholders.
- Act as a liaison between the Director and internal/external stakeholders.

Travel & Logistics Management

- Plan and coordinate domestic and international travel arrangements for the Director.
- Book flights, hotels, transportation, visas, travel insurance, and other travel-related requirements.
- Prepare detailed travel itineraries, schedules, and briefing documents.
- Coordinate with travel agencies, hotels, airlines, and vendors to ensure smooth travel experiences.
- Manage travel expenses, reimbursements, and expense reports.
- Handle last-minute travel changes and provide support during travel emergencies.
- Ensure compliance with company travel policies and budgets.

Coordination & Project Support

- Organize board meetings, conferences, client meetings, and corporate events.




- Coordinate with various departments to gather information and prepare management reports.
- Assist in monitoring key projects and ensuring timely completion of assigned tasks.
- Prepare MIS reports, dashboards, and presentations for management reviews.
- Support strategic initiatives and special assignments as directed by the Director.

Required Qualifications

- Bachelor's degree in Business Administration, Management, Commerce, or a related field.
- 38 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting senior leadership.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience in travel management and executive scheduling.
- Excellent verbal and written communication skills.

Key Skills & Competencies

- Executive Calendar Management
- Travel Planning & Coordination
- Stakeholder Management
- Business Communication
- Event & Meeting Coordination
- Report & Presentation Preparation
- Time Management & Multitasking
- Attention to Detail
- Confidentiality & Professionalism
- Problem-Solving & Decision-Making

Preferred Requirements

- Experience supporting Directors, CXOs, or senior executives.
- Knowledge of corporate travel management and vendor coordination.
- Ability to work in a quick-paced environment and manage multiple priorities effectively.
- Willing to travel domestically and internationally, as and when required, accompanying the Managing Director (MD) for business meetings, client visits, conferences, events, and other official engagements.

Location: Pune Employment Type: Full-Time

Reporting To: Director

Note: The Executive Assistant is expected to represent the Director's office professionally, manage confidential information responsibly, and ensure seamless coordination of executive activities, including extensive travel management and stakeholder interactions.

📌 Executive Secretary To Managing Director (Pune)
🏢 Pinakin Design
📍 Pune