Executive Assistant to the Publications Head

LOCATION / REPORTING / DEPARTMENT Location: Fort, South Mumbai

Reporting To: Publications Head

Department: Publications

Role Overview The Executive Assistant plays a critical role in supporting senior leadership and ensuring the seamless operation of the Publications Head’s Office. This role focuses on high-level administrative support, maintaining strict confidentiality, and driving operational efficiency across the organization. The ideal candidate acts as a strategic partner, managing complex schedules and facilitating transparent communication between executives and internal/external stakeholders.

Key ResponsibilitiesExecutive Support &

• Administrative Management

- Provide comprehensive executive support, including advanced calendar management and meeting prioritization.
- Serve as a primary point of contact and liaison for the executive office, handling communications with discretion.
- Prepare professional correspondence, reports, and presentation materials for executive review.
- Monitor action items and follow up on departmental deadlines to ensure strategic objectives are met.

Complex Calendar &

• Travel Management

- Proactively manage complex executive calendars, resolving scheduling conflicts and optimizing time allocation.
- Coordinate comprehensive domestic and international travel arrangements, including flights, accommodation, and visas.
- Develop detailed travel itineraries and dossiers, ensuring executives are fully prepared for all engagements.
- Organize logistics for high-level meetings, conferences, and executive retreats.

General Operational Support &

• Project Management





- Oversee office operations and administrative workflows to ensure organizational effectiveness.
- Maintain meticulous records, document control, and archival systems for the executive office.
- Foster smooth inter-departmental collaboration by facilitating information flow and resource coordination.

Departmental MIS &

• Financial Tracking

- Assist in monitoring executive budgets and tracking business expenses.
- Generate operational MIS reports and status updates for leadership reviews.
- Manage invoice approvals and expense reconciliation in coordination with Finance.

Qualifications & Experience

- Essential: Bachelor’s degree in Business Administration, Communications, or a related professional field.
- Essential: 3–6 years of experience in high-level executive support or office management within a corporate environment.
- Technical: Expert proficiency in MS Office (Outlook, Excel, PowerPoint) and digital productivity tools.
- Attributes: Strong organizational acumen and a proven track record of handling sensitive information with integrity.

Core CompetenciesExecutive Support &

• Operational Leadership

- High-Level Calendar &

• Travel Management

- Project Coordination &

• Operational Oversight

- Discreet Stakeholder Engagement &

• Liaison

- Resourceful Problem Solving &

• Process Optimization

Technical

- Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Digital Project Management &

• Collaboration Platforms

Leadership &

• Interpersonal

- Exceptional Interpersonal Diplomacy &

• Confidentiality

- Superior Organizational &

• Prioritization Skills

- Dynamic Multi-tasking in Fast-Paced Environments

📌 Executive Assistant (Mumbai)
🏢 AstaGuru
📍 Mumbai