SGT UNIVERSITY

Job Description Executive Assistant, Promoters Office

Position: Executive Assistant – Promoter’s Office
Department: Promoter’s Office
Location: SGT University, Gurugram, Haryana
Work Location: On-Campus, Candidates must be willing to relocate to Gurugram and be available/reside on campus as a requirement of the role.
Employment Type: Full-Time
Working Days: 6 Days a Week
Experience: Minimum 5 Years as an Executive Assistant
Qualification: Graduate / Master’s Degree in any relevant discipline
Salary: Negotiable, based on experience, competency and suitability

1. ROLE PURPOSE

SGT University is looking for a highly professional, presentable, tech-savvy and strategically oriented Executive Assistant to support the Promoter and the Promoter’s Office.

This is a high-trust, high-responsibility and strategic executive-support role. The incumbent will work closely with the Promoter and will be expected to function as an extension of the Promoter’s Office, ensuring effective communication, coordination, follow-up and execution of priorities.

The role goes beyond conventional secretarial or administrative responsibilities. The ideal candidate should possess business understanding, strategic thinking, sound judgement, excellent communication skills and strong execution capability.

The candidate should be capable of anticipating requirements, understanding priorities, coordinating independently with senior stakeholders and ensuring closure of important assignments.

2. KEY RESPONSIBILITIES / KRAs

A. Executive Calendar & Time Management

- Manage and organize the Promoter’s calendar, appointments, meetings, reviews, interviews and official engagements.
- Prioritize appointments and commitments based on urgency and strategic importance.
- Ensure effective utilization of the Promoter’s time.
- Avoid scheduling conflicts and proactively identify potential issues.
- Maintain reminders and provide timely updates regarding important commitments.
- Anticipate requirements and ensure necessary information/material is available before meetings.

B. Strategic Executive Coordination

- Act as a key coordination point between the Promoter and senior leadership, Deans, Directors, HODs and functional heads.
- Understand the Promoter’s priorities and ensure effective follow-up and execution.
- Coordinate on strategic and operational matters entrusted by the Promoter.
- Track important initiatives, assignments and decisions.
- Proactively identify delays, gaps and pending matters and bring them to the appropriate attention.
- Act as the authorized qualified proxy/extension of the Promoter’s Office for coordination and follow-up.
- Ensure directions and decisions are communicated accurately and followed through to closure.

C. Meeting Planning & Coordination

- Plan and coordinate high-level internal and external meetings.
- Prepare agendas, briefing notes, presentations and supporting documents.
- Coordinate with concerned stakeholders before meetings.
- Attend meetings where required and prepare accurate Minutes of Meetings (MoMs).
- Maintain action-point trackers and ensure timely closure of assigned responsibilities.
- Prepare status updates and briefing notes for review meetings.

D. Executive Correspondence & Communication

- Draft, review and manage official emails, letters, reports, presentations, notes, circulars, office orders and other executive communications.
- Ensure all communication is accurate, professional, concise and appropriately prioritized.
- Screen and organize information requiring the Promoter’s attention.
- Coordinate timely responses and information flow between the Promoter’s Office and stakeholders.




- Maintain a high standard of professional communication and executive etiquette.

E. MIS, Reports & Decision Support

- Prepare executive summaries, MIS reports, dashboards, presentations and briefing documents.
- Consolidate information from different departments for executive review.
- Analyze information and highlight important issues, trends, gaps and pending actions.
- Prepare data and presentations for strategic discussions and review meetings.
- Ensure that the Promoter receives accurate, relevant and timely information for decision-making.

F. Follow-up & Task Monitoring

- Maintain a comprehensive tracker of assignments, decisions, commitments and action points.
- Coordinate with concerned departments and senior stakeholders to monitor progress.
- Follow up proactively and ensure timely completion of assignments.
- Escalate critical delays, bottlenecks and sensitive matters appropriately.
- Maintain a strong ownership and closure-oriented approach.

G. Stakeholder Management

- Coordinate professionally with senior management, academic leadership, government authorities, regulatory bodies, consultants, vendors, partners and other stakeholders.
- Build effective professional relationships while maintaining appropriate confidentiality and boundaries.
- Represent the Promoter’s Office professionally during authorized interactions.
- Ensure smooth and timely communication between the Promoter and stakeholders.

H. Travel & Event Coordination

- Coordinate domestic and international travel arrangements, accommodation, transportation, itineraries and related logistics.
- Support conferences, meetings, institutional events and important engagements.
- Coordinate all requirements before, during and after official visits and events.
- Handle last-minute changes and requirements efficiently.

I. Technology & Digital Competence

The incumbent must be highly tech-savvy and comfortable with modern digital tools.

- Excellent proficiency in MS Office – Word, Excel, PowerPoint and Outlook.
- Ability to prepare professional presentations, dashboards and reports.
- Working knowledge of ERP and digital documentation systems.
- Comfortable with virtual meeting platforms and digital communication tools.
- Ability to effectively use AI tools and productivity applications for research, drafting, summarization, analysis and workflow improvement.
- Willingness and ability to quickly learn and adopt new technologies.

J. Confidentiality & Information Security

- Handle confidential and sensitive information with the highest level of discretion and integrity.
- Maintain confidentiality of strategic decisions, executive communication, business information, schedules and institutional matters.
- Ensure sensitive information is shared strictly on a need-to-know basis.
- Maintain professional ethics and confidentiality at all times.

K. Office Administration & Process Improvement

- Support the smooth functioning of the Promoter’s Office.
- Maintain systematic records, documents and executive files.
- Improve administrative processes and introduce efficient digital work practices.
- Develop trackers, systems and workflows to improve coordination and execution.
- Ensure important information and documents are readily accessible when required.

3. CANDIDATE PROFILE





We are looking for a mature, polished, highly dependable and strategically capable professional who can operate effectively in a senior executive environment.

Essential Qualifications

- Graduate or Master’s Degree in any relevant discipline.
- Minimum 5 years of relevant experience as an Executive Assistant.
- Excellent written and verbal communication skills.
- Strong command of English.
- Excellent organizational and time-management skills.
- Strong interpersonal and stakeholder-management skills.
- Strong proficiency in MS Office and digital tools.
- Highly presentable and professionally groomed.
- Strong judgement, discretion and confidentiality.
- Ability to manage multiple priorities and work under pressure.
- Willingness to work 6 days a week.
- Willingness to relocate to Gurugram and work on-campus.

Mandatory / Strongly Preferred Experience

Candidates who have worked directly as an Executive Assistant to a Promoter, Owner, Founder or Chairman are strongly preferred.

The candidate should have experience in an environment where they have:

- Worked directly with a Promoter/Owner/Founder.
- Managed sensitive and confidential information.
- Coordinated with senior leadership.
- Handled strategic and business-related assignments.
- Followed up on important decisions and commitments.
- Acted as an extension of the executive’s office.
- Independently coordinated with multiple stakeholders.
- Managed both professional and time-sensitive executive requirements.

Candidates with only routine administrative, receptionist, front-office or general secretarial experience will not be preferred.

4. KEY COMPETENCIES

- Strategic Thinking
- Executive Presence
- Business Acumen
- Excellent Communication
- High Confidentiality & Discretion
- Stakeholder Management
- Strong Follow-up & Execution
- Decision-Making Ability
- Problem-Solving
- Time Management
- Attention to Detail
- Technology & Digital Proficiency
- Professional Maturity
- Adaptability
- Ownership & Accountability
- Ability to Work Under Pressure

5. WHAT WE ARE LOOKING FOR

The ideal candidate should be able to:

Understand the Promoter’s priorities Anticipate requirements Plan Coordinate Follow up Resolve bottlenecks Ensure execution Keep the Promoter informed.

This position is not a conventional secretarial or administrative role.

We are looking for an individual who can operate as a trusted professional extension of the Promoter’s Office, with the maturity and judgement to handle sensitive matters, coordinate with senior stakeholders and ensure that important priorities move from decision to execution.

6. WORKING CONDITIONS

- Work Location: SGT University, Gurugram
- Work Arrangement: On-Campus
- Working Days: 6 Days a Week
- Relocation: Candidate should be willing to relocate to Gurugram, if required.
- The role may require flexibility in working hours depending on the Promoter’s schedule, meetings, travel and business requirements.

7. COMPENSATION

Salary: Negotiable and will be decided based on the candidate’s experience, current compensation, competency, executive exposure and suitability for the role.

Only candidates with a minimum of 5 years of relevant Executive Assistant experience, preferably with direct experience supporting a Promoter/Owner/Founder/Chairman, are encouraged to apply.

Candidates must demonstrate professional maturity, executive presence, confidentiality, strategic thinking, technology proficiency and the ability to independently coordinate and execute high-priority assignments.

SGT University reserves the right to shortlist candidates based on the relevance and quality of their executive-support experience.

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