Job Description

Role: Executive Assistant

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Location: Chembur, Mumbai

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Timings: 10 - 7, Monday to Saturday

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Overview:

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We are seeking a highly organised and proactive Executive Assistant to support the senior leadership in a fast-paced environment. This role requires strong coordination, discretion, and follow-through capabilities to manage schedules, communications, and key administrative priorities while ensuring seamless day-to-day functioning of the Partner's office.

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Key responsibilities:

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Calendar & Schedule Management

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- Manage and prioritise the Managing Director's calendar, including meetings, internal reviews, and external engagements
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- Coordinate across stakeholders to ensure optimal scheduling and time management
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- Anticipate scheduling conflicts and proactively resolve them
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Travel & Itinerary Management

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- Plan and coordinate domestic and international travel, including flights, accommodation, visas, and logistics
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- Prepare detailed travel itineraries and ensure smooth execution of travel plans
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- Handle last-minute changes efficiently
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Coordination & Follow-ups

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- Act as a central point of coordination between the MD and internal/external stakeholders
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- Track key action items and ensure timely follow-ups across teams
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- Facilitate communication and ensure closure on priority tasks
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Stakeholder & Communication Management

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- Manage correspondence on behalf of the MD, including emails, calls, and meeting requests
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- Maintain professionalism and confidentiality in all interactions
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- Build effective working relationships with senior stakeholders
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Vendor Coordination & Negotiation

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- Liaise with travel vendors, hotels, and service providers to ensure cost-effective arrangements
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- Negotiate rates and terms while maintaining quality standards
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Documentation & Reporting

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- Prepare meeting agendas, minutes, and presentations as required
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- Maintain organised records of key documents and communications
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Skills required:

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- Bachelor's degree (mandatory)
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- 8 - 10 years of experience as an Executive Assistant supporting senior leadership
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- Strong coordination, organisation, and follow-up skills
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- Proven experience in calendar management and travel planning
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- Good negotiation skills, particularly with vendors and service providers
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- Excellent verbal and written communication skills (English)
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- High level of discretion, professionalism, and attention to detail
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- Ability to work in a high-pressure, energetic environment
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- Strong problem-solving mindset and ownership-driven approach
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📌 Executive Assistant (Mumbai)
🏢 HR Yaar
📍 Mumbai