Job Description

Work Arrangement: On-site/Hybrid, with flexibility to coordinate across India and North American time zones

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Position Overview

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We are looking for a highly organized, proactive, and dependable Executive Assistant to support the Managing Director across multiple business operations in India, Canada, and the United States.

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The ideal candidate will act as an extension of the Managing Director—managing schedules, coordinating follow-ups, tracking priorities, preparing documents, and ensuring that important actions are completed on time. This role requires excellent judgment, confidentiality, strong communication skills, and the ability to work independently in a fast-paced workplace.

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Key Responsibilities

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Executive and Administrative Support

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- Manage the Managing Director's calendar, meetings, appointments, and reminders.
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- Organize daily priorities and provide structured updates on pending activities.
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- Prepare meeting agendas, presentations, reports, emails, and other business documents.
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- Record meeting notes and track action items through completion.
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- Coordinate travel arrangements, itineraries, accommodation, and related logistics.
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- Maintain confidential business, employee, client, and financial information.
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Follow-up and Coordination

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- Follow up with internal teams, clients, vendors, and business partners on behalf of the Managing Director.
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- Track deliverables, commitments, approvals, and deadlines across different business functions.
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- Coordinate with HR, recruitment, finance, operations, sales, and technology teams.
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- Identify delays or unresolved matters and escalate them proactively.
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- Ensure that decisions and instructions are properly communicated and documented.
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Business Operations Support

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- Assist in monitoring operational activities across multiple companies and business units.
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- Support employee onboarding, documentation, meetings, and internal communications.
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- Help coordinate proposals, contracts, invoices, reports, and vendor documentation.
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- Conduct basic research and summarize information to support business decisions.
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- Maintain organized digital records, trackers, dashboards, and management reports.
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- Assist with selected personal administrative activities when required.
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Required Qualifications

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- Bachelor's degree in Business Administration, Management, Communications, or a related field.
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- 3–6 years of experience as an Executive Assistant, Personal Assistant, Administrative Coordinator, or similar role.
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- Excellent written and verbal communication skills in English.
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- Strong proficiency in Microsoft Office or Google Workspace.
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- Demonstrated ability to manage multiple priorities and follow through without continuous supervision.
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- Strong organizational, documentation, and stakeholder-coordination skills.
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- High level of professionalism, discretion, and integrity.
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- Willingness to work flexible hours when coordination with Canada or the United States is required.
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Preferred Qualifications

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- Experience supporting a founder, Managing Director, CEO, or senior executive.
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- Experience working in an IT services, consulting, staffing, SaaS, or multi-business environment.
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- Familiarity with project-management, CRM, ATS, or task-tracking tools.
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- Ability to prepare professional presentations and management reports.
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- Experience coordinating with geographically distributed teams.
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Key Attributes

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- Proactive and enthusiastic, with a strong sense of ownership.
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- Comfortable following up persistently and professionally.
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- Detail-oriented while remaining aware of overall business priorities.
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- Resourceful and capable of resolving routine matters independently.
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- Able to anticipate requirements before they become urgent.
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- Calm, dependable, and organized under pressure.
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- Interested in growing into broader business operations or an executive-office role.
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Success in This Role

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Success will be measured by the Executive Assistant's ability to reduce the Managing Director's administrative and coordination workload, improve follow-through across teams, prevent important activities from being missed, and bring greater structure and visibility to daily business priorities.

📌 Executive Assistant (Hyderabad)
🏢 TechDoQuest
📍 Hyderabad