We are seeking a highly organized, proactive, and discreet Executive Assistant to the Director to provide comprehensive administrative, coordination, and executive support to the Director of a Group of Institutions.

The role requires excellent communication skills, strong follow-up abilities, professional maturity, and the ability to coordinate effectively with principals, heads of departments, faculty, administrative teams, students, parents, vendors, and external stakeholders.

The ideal candidate will act as a key point of coordination for the Director's office and ensure that priorities, meetings, decisions, and follow-ups are executed efficiently across the group.

Key Responsibilities

1. Executive Support

- Manage the Director's calendar, appointments, meetings, travel, and daily schedule.
- Organize and coordinate internal and external meetings on behalf of the Director.
- Prepare meeting agendas, briefing notes, presentations, reports, and other documents as required.
- Maintain an effective system for tracking the Director's priorities, commitments, and deadlines.
- Ensure timely follow-up on instructions and decisions given by the Director.
- Screen and prioritize calls, emails, correspondence, and meeting requests.
- Maintain confidentiality of sensitive institutional and personal information.

2. Coordination Across Institutions

- Coordinate with Principals, Directors, Academic Heads, Administrators, and Department Heads across the group.
- Follow up on action points assigned by the Director to various departments and institutions.
- Collect and consolidate updates, reports, data, and status information for the Director.
- Track important academic, administrative, operational,



and institutional deadlines.
- Facilitate smooth communication between the Director's office and various institutions within the group.

3. Meetings & Documentation

- Schedule and coordinate management meetings, review meetings, conferences, and institutional events.
- Prepare minutes of meetings and maintain action-point trackers.
- Follow up with concerned stakeholders until assigned tasks are completed.
- Maintain organized records of important correspondence, reports, presentations, and decisions.
- Assist in preparing management reports, MIS, dashboards, and presentations.

4. Communication & Correspondence

- Draft professional emails, letters, notices, circulars, memos, and official communications on behalf of the Director.
- Coordinate communication with government authorities, education bodies, accreditation agencies, vendors, partners, and other external stakeholders when required.
- Ensure timely responses and appropriate escalation of key matters.
- Maintain a professional and positive image of the Director's office.

5. Travel & Event Coordination

- Plan and coordinate the Director's official travel, accommodation, transportation, and itineraries.
- Coordinate meetings, conferences, institutional visits, and official engagements.
- Assist in organizing important institutional functions, management events,



meetings, and visits by dignitaries.

6. Reporting & Follow-up

- Prepare daily, weekly, and monthly status updates as required.
- Maintain trackers for key projects, initiatives, approvals, and pending actions.
- Highlight delays, risks, or critical issues to the Director proactively.
- Ensure that important decisions and instructions are communicated to the appropriate stakeholders and followed through to completion.

7. Office Administration

- Maintain an efficient and professional functioning of the Director's office.
- Coordinate with administrative, HR, finance, IT, facilities, and other support teams as required.
- Manage confidential files and documents.
- Assist the Director with presentations, reviews, institutional planning, and special projects.
- Undertake other responsibilities assigned by the Director from time to time.

Required Qualifications

- Bachelor's degree in any discipline.
- 1–3 years of experience
- Excellent proficiency in MS Office, particularly Word, Excel, PowerPoint, Outlook/email, and online meeting platforms.
- Strong written and verbal communication skills in English.
- Knowledge of Kannada/Hindi will be an advantage depending on institutional requirements.

Pay: ₹25,000.00 - ₹40,000.00 per month

Benefits:

- Cell phone reimbursement
- Food provided
- Provident Fund

Ability to commute/relocate:

- Bellandur, Bengaluru, Karnataka: Reliably commute or planning to relocate before starting work (Required)

Education:

- Bachelor's (Required)

Experience:

- Any: 1 year (Required)

Language:

- Kannada & English (Required)

Work Location: In person

📌 Executive Assistant to Director (Bellandur)
🏢 Patel Group of Institutions
📍 Bellandur