Role OverviewThe 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 clear 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.

Preferred Industry ExperienceExperience in one or more of the following sectors:

Core Competencies

Executive 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 Rapid-Paced Environments

📌 Executive Assistant (Mumbai)
🏢 AstaGuru
📍 Mumbai