(JD)

Executive Assistant (EA) / Executive Secretary to the Director

Position

Executive Assistant (EA) / Executive Secretary

Reporting To

Director / Managing Director / CEO

Age: Between 25 to 40 Years

Job Purpose To provide comprehensive administrative, executive, and personal support to the Director by managing schedules, communications, travel, documentation, confidential matters, and ensuring the smooth execution of both business and personal commitments. The role also provides administrative and operational support to the Franchise Training Team by coordinating travel arrangements and assisting with franchise-related operations.

As the organization has multiple Directors, the Executive Assistant will also provide administrative and executive support to other Directors as assigned, ensuring seamless coordination across the leadership team and prioritizing tasks based on business requirements.

1. Executive Support

- Manage the daily calendars, appointments, meetings, and schedules of the assigned Director(s).
- Provide executive and administrative support to multiple Directors based on business priorities and operational requirements.
- Prioritize schedules to maximize productivity across the leadership team.
- Prepare meeting agendas, presentations, and minutes of meetings.
- Follow up on action items and ensure timely completion.
- Coordinate with internal departments, franchise teams, and external stakeholders on behalf of the Directors.
- Maintain flexibility to support additional Directors during peak workloads, travel, meetings, or special projects.

2. Communication Management

- Screen and manage phone calls, emails, and correspondence.
- Draft letters, emails, reports, and official communications.
- Maintain confidentiality of sensitive information.

3. Travel & Logistics

- Arrange domestic and international travel for the Director.
- Book flights, hotels, transportation, and visas.
- Prepare detailed travel itineraries.
- Manage travel expenses and reimbursements.
- Coordinate and book flights, hotels, and other travel arrangements for the Franchise Training Team.
- Ensure timely travel bookings for training schedules across franchise locations.

4. Office Administration

- Maintain executive files and confidential records.
- Organize meetings, conferences, and events.
- Track deadlines, commitments, and business priorities.
- Coordinate with vendors and service providers.

5. Personal Assistance

- Manage the Director's personal appointments and calendar.
- Coordinate family travel and personal events.




- Arrange medical appointments and reminders.
- Handle personal correspondence.
- Manage household-related coordination with vendors and staff.
- Coordinate vehicle servicing, insurance renewals, and registrations.
- Track passport, visa, driving licence, and other document renewals.
- Pay personal utility bills and coordinate banking-related follow-ups.

6. Franchise Operations Support

- Provide administrative support to the Franchise Training Team.
- Coordinate travel and accommodation for trainers visiting franchise locations.
- Liaise with franchise partners regarding training schedules and logistics.
- Assist in coordinating franchise onboarding, training, and operational activities.
- Maintain franchise-related records, reports, and documentation.
- Coordinate with internal departments to ensure timely execution of franchise operational requirements.
- Follow up with franchisees on pending documents, training schedules, and operational support requests.
- Support the Franchise Team in day-to-day coordination and communication with all franchise locations.

7. Document & Record Management

- Maintain business and personal documents securely.
- Prepare reports, spreadsheets, and presentations.
- Organize digital and physical filing systems.
- Track contract renewals and important deadlines.

8. Financial Coordination

- Process expense claims.
- Maintain expense records.
- Coordinate invoice approvals and payments.
- Assist with budgeting and financial reporting when required.

9. Event Management

- Organize board meetings and executive meetings.
- Plan business events and conferences.
- Coordinate family celebrations and personal events when requested.
- Arrange hospitality for clients and guests.

10. Confidentiality & Compliance

- Handle highly confidential business and personal information.
- Maintain discretion in all interactions.
- Ensure compliance with company policies and applicable regulations.

Skills & Competencies

- Excellent verbal and written communication.
- Strong organizational and multitasking skills.
- High level of confidentiality and integrity.
- Time management and prioritization.




- Problem-solving and decision-making.
- Professional etiquette and interpersonal skills.
- Attention to detail.
- Ability to work under pressure and meet tight deadlines.
- Highly proactive with a solid sense of urgency and the ability to execute tasks quickly and accurately.
- Capable of handling multiple assignments simultaneously while maintaining speed, efficiency, and accuracy.
- Responsive and agile in coordinating with the Director, Franchise Team, and stakeholders through calls, WhatsApp, email, and other communication channels.
- Physically capable of managing a fast-paced work environment, including frequent movement within the office, travel coordination, and handling time-sensitive operational responsibilities as required.

Technical Skills

- Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Google Workspace.
- Calendar and meeting management tools.
- Video conferencing platforms (Microsoft Teams, Zoom, Google Meet).
- Travel booking systems.
- Document management software ERP.
- Proficiency in WhatsApp Business and instant messaging platforms for quick coordination and real-time communication.
- Ability to provide continuous operational support through WhatsApp chats, phone calls, and other messaging platforms, ensuring prompt responses and timely follow-up with the Director, Franchise Training Team, and franchise partners.
- Strong coordination skills for managing multiple conversations, resolving queries, and tracking action items across various communication channels.
- Experience coordinating franchise operations or multi-location business support is an added advantage.

Qualification

- Any Bachelor's degree or a related field.

Experience

- 38 years of experience as an Executive Assistant, Executive Secretary, Personal Assistant, or in an Executive/Operations Coordination role supporting senior leadership.
- Experience in franchise operations, training coordination, or multi-location business support will be an added advantage.

Key Performance Indicators (KPIs)

- Calendar accuracy and meeting coordination.
- Timely completion of assigned tasks.
- Productive travel planning for the Director and Franchise Training Team.
- Accuracy of documentation and record management.
- Timely coordination of franchise operational activities.
- Responsiveness to communications.
- Confidentiality and professionalism.
- Stakeholder and franchise satisfaction.
- Effective follow-up and execution of action items.

📌 Executive Assistant (Pune)
🏢 Brotomotive Autoz
📍 Pune