Role Overview

We are seeking a highly capable, proactive, and business-savvy Executive Assistant to support our Senior Leadership in the Finance Organisation, This role goes beyond traditional administrative support and requires strong judgment, ownership, and the ability to operate as a trusted extension of the leader.

The ideal candidate will demonstrate a deep understanding of business priorities, exceptional organizational skills, and the ability to anticipate needs, manage complexity, and drive operational efficiency with minimal supervision.

Key Responsibilities

1. Calendar & Priority Management (Trust-Critical)

- Own and manage a highly dynamic calendar with competing priorities across global stakeholders.
- Apply robust business judgment to prioritize meetings based on strategic importance, urgency, and impact.
- Proactively resolve conflicts, ensuring optimal use of leaders time.
- Treat calendar management as a trust function, maintaining the highest standards of accuracy, confidentiality, and reliability.

2. Communication & Inbox Management

- Review and triage emails, identifying items that require attention, escalation, or can be independently handled.
- Respond on behalf of the leader where appropriate (e.g., reminders, policy adherence, follow-ups, coordination emails).
- Ensure no critical communication falls through the cracks.

3. Travel & Logistics Planning

- Plan and execute end-to-end travel (domestic and international) with precision and foresight.
- Anticipate needs and preferencesno repeated follow-ups required.
- Optimize travel plans for cost efficiency, convenience, and time effectiveness.

4. Expense & Administrative Excellence

- Prepare and submit expense reports with zero errors and full compliance with company policies.
- Ensure timely submissions and proactive tracking of approvals.

5. Meeting Effectiveness & AI-Enabled Productivity

- Leverage modern tools, including AI-assisted solutions,



to capture meeting minutes, summarize discussions, and track action items.
- Continuously explore and adopt new tools to improve productivity and efficiency.
- Ensure follow-through on action items and commitments.

6. Decision Support & Business Awareness

- Develop a strong understanding of the leaders business context, priorities, and operating rhythm.
- Make informed decisions within defined boundaries to reduce leader’s cognitive load.
- Provide proactive suggestions to improve efficiency, cost management, and scheduling.

7. Operational Discipline & Ownership

- Execute tasks independently with minimal supervision.
- Demonstrate strong follow-through—tasks should not require repeated reminders.
- Maintain high standards of organization, documentation, and confidentiality.

What We’re Looking For

Qualifications

- Bachelor’s Degree in Business Administration/Management or Other
- Experience from a similar role – with a proven track record and a can-do attitude
- Proficient computer skills, including Microsoft Office, PowerPoint and Excel
- Strong verbal and written communication skills

Core Capabilities

- Strong business acumen and ability to understand strategic priorities
- Exceptional organizational and time-management skills
- High attention to detail and execution excellence
- Proactive mindset with strong ownership and accountability
- Ability to make sound decisions within defined boundaries

Behavioral Attributes

- Trustworthy and discreet, with high integrity
- Curious and eager to learn, especially in adopting new technologies (AI/tools)
- Calm under pressure and capable of handling ambiguity
- Strong communication skills (written and verbal)
- High reliability—delivers without needing follow-ups

Experience

- Prior experience as an Executive Assistant supporting senior leadership
- Experience in handling global stakeholders and complex calendars preferred
- Familiarity with corporate tools, expense systems, and productivity platforms

📌 Executive Assistant (Pune)
🏢 A.P. Moller - Maersk
📍 Pune