Position Overview

We are looking for a proactive, well-organized and highly professional Executive Assistant (EA) to support the Managing Director in day-to-day business, administrative, coordination and strategic activities. The role requires excellent communication, confidentiality, multitasking and follow-up skills, with the ability to manage priorities in a fast-paced workplace.

Key Responsibilities

- Plan, schedule and coordinate appointments, meetings, reminders, daily commitments and weekly calendars of the Managing Director.
- Receive, screen and prioritize calls and emails; take messages and ensure timely follow-up.
- Assist HNI and VIP customers, including coordination of critical outdoor catering, party orders and VIP reservations.
- Take dictations and prepare professional correspondence, notes and other communications based on instructions from the Managing Director.
- Prepare, edit and compile agendas, meeting minutes, presentations, reports and business documents.
- Organize and maintain physical and digital files, documents and office records while ensuring confidentiality and data security.
- Manage travel arrangements including flight/train bookings, hotel reservations and other travel requirements for the Managing Director and senior executives.
- Coordinate boarding and lodging arrangements for outstation visitors according to their requirements and preferences.
- Conduct primary and secondary research and prepare briefs, reports and presentations within defined timelines.
- Record important discussions and instructions of the Managing Director and convert them into actionable tasks and follow-up plans.
- Coordinate communication related to projects, new launches, expansion and diversification initiatives handled by the Managing Director's office.
- Act as a key point of contact between the Managing Director, employees,



customers, vendors and other external stakeholders.
- Track work plans and tasks assigned by the Managing Director and monitor progress and deadlines.
- Coordinate with suppliers and vendors, including international vendors from countries such as China and Italy, regarding quotations, purchase orders, deliveries and payments.
- Obtain and compare quotations from suppliers, vendors and contractors and negotiate for competitive pricing and commercial terms.
- Coordinate procurement of materials and supplies based on the Managing Director's requirements and approvals.
- Coordinate maintenance, repair and upkeep of corporate offices, outlets and store infrastructure as required.
- Assist in induction and training coordination for selected employees associated with the Managing Director's office.
- Handle confidential information and sensitive business matters with a high degree of professionalism and discretion.
- Proactively identify pending matters, follow up with concerned stakeholders and ensure timely closure.

Required Skills

- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Excellent follow-up and coordination skills.
- Proficiency in MS Office, MS Excel, PowerPoint and email communication.
- Strong drafting, documentation and presentation skills.
- Ability to handle confidential and sensitive information.
- Strong interpersonal and negotiation skills.
- Ability to multitask and manage changing priorities.
- Professional personality with strong attention to detail.
- Ability to interact confidently with HNI/VIP customers, senior management, vendors and external stakeholders.
- Willingness to work with flexible priorities and assigned shifts

Skills:- Executive Assistant, Personal Secretory, Travelling Arrangements, Travel Booking and Calender Management

📌 Executive Assistant to Managing Director - Pune (25-28K)
🏢 Hunarstreet Technologies
📍 Pune