Role : Executive Assistant (EA) to Senior VP

Function: Operations / Management Coordination / Proposals / Content

Reporting To: Senior Vice President / Management Team

Role Overview

We are looking for a highly organized, proactive and dependable Executive Assistant (EA) to the Senior VP who will work closely with the Senior Vice President and Management Team and act as a central coordination point across multiple organizational functions.

The role is a combination of Executive Assistance, Operations Coordination, Content Development, RFP/Tender Preparation, Accounts Support and Management Coordination .

The ideal candidate should be someone who enjoys keeping track of multiple activities simultaneously, follows up relentlessly until closure, maintains accurate trackers and documentation, and can provide Management with a clear overview of the status of ongoing assignments at any point in time.

Key Responsibilities

1. Executive Assistance & Task Tracking

- Maintain comprehensive trackers for tasks allocated by the Senior VP and Management Team.
- Regularly follow up with concerned team members regarding pending tasks, deadlines and deliverables.
- Ensure timely closure of assignments and escalate delays or bottlenecks wherever required.
- Maintain the Senior VP's calendar and coordinate meetings, calls, reviews and appointments.
- Prepare meeting agendas, notes, action points and follow-up trackers wherever required.
- Maintain an updated overview of important activities, priorities and deadlines across teams.

2. Team Coordination & Management Support

- Act as a coordination bridge between the Senior VP / Management Team and various functional teams.
- Remain continuously updated regarding major ongoing assignments, responsibilities, deadlines and pending matters of the team.
- Obtain periodic updates from team members and consolidate them for Management review.
- Facilitate cross-functional coordination wherever an assignment requires inputs from multiple departments.
- Ensure instructions issued by Management are appropriately communicated, tracked and followed through until completion.

3. Content Development & Documentation

- Assist in development and preparation of question banks, assessment content and supporting documentation.
- Prepare and maintain question bank blueprints, templates, trackers and related documents.
- Coordinate with subject matter experts and internal teams for obtaining and compiling required content.
- Draft professional letters, emails, reports, notes, presentations and other official communication.
- Proofread and format official documents to ensure accuracy,



consistency and professional presentation.

1. RFPs, Tenders & Proposal Management

* Identify, study and understand requirements of RFPs, tenders, EOIs and other business opportunities.

- Prepare technical proposals, supporting documents, annexures, declarations and submission documentation.
- Coordinate with various departments for obtaining financial, technical, HR, project and organizational information required for proposals.
- Maintain proposal and tender trackers containing deadlines, requirements, status and pending documents.
- Ensure proposals and tenders are complete, properly formatted and submitted within prescribed timelines.
- Assist Management with presentations and other documentation required for technical evaluations, meetings or bid presentations.

5. Accounts & Finance Coordination

- Provide operational support to the Accounts & Finance function.
- Assist with reconciliation of records, payments, invoices, receivables and related documentation.
- Follow up with clients regarding pending payments, confirmations, reconciliations and supporting documents.
- Coordinate internally with Accounts and Operations teams for resolution of discrepancies.
- Maintain relevant financial follow-up trackers and provide periodic status updates to Management.

6. General Management & Administrative Support

- Assist the Management Team in various day-to-day operational assignments and special projects.
- Handle routine official coordination and administrative errands as assigned.
- Support preparation of reports, presentations, MIS and Management review documents.
- Undertake miscellaneous organizational responsibilities depending upon operational requirements.

Required Skills & Competencies

Mandatory

- Advanced proficiency in Microsoft Excel, including formulas, lookup functions, pivot tables, data organization and preparation of Management trackers.
- Excellent written and verbal communication skills in English and Hindi.
- Strong drafting and business communication abilities.
- Excellent follow-up, coordination and task-management skills.
- Ability to simultaneously manage multiple assignments and deadlines.
- High level of accuracy and attention to detail.




- Strong documentation and record-management skills.
- Positive working knowledge of Microsoft Word, PowerPoint, Google Workspace and other productivity tools.
- Ability to work closely with senior Management and handle information with appropriate confidentiality and discretion.
- Proactive approach with strong ownership towards completion of assigned tasks.

Preferred / Added Advantage

- Knowledge of Power BI.
- Prior experience in Operations Management / Project Coordination.
- Exposure to Accounts, Finance, Billing or Reconciliation.
- Previous experience in preparing RFPs, tenders, EOIs or business proposals.
- Experience in content development, assessment/question-bank preparation or education/skilling projects.
- Fluency in any regional Indian language in addition to Hindi and English.

Ideal Candidate Profile The ideal candidate would be someone who:

- Is naturally organized and comfortable maintaining multiple trackers.
- Is persistent with follow-ups and does not allow important tasks to remain unattended.
- Can independently obtain updates from different team members and provide Management with a consolidated picture.
- Has strong written communication and documentation capabilities.
- Is comfortable working across Operations, Content, Finance, Business Development and Management Coordination instead of being restricted to one functional area.
- Can prioritize urgent assignments and adapt quickly to changing Management requirements.
- Demonstrates maturity, confidentiality, accountability and a strong sense of ownership.

Educational Qualification

Preferred : Postgraduate in Management, Commerce, Finance, Business Administration, Operations or a related discipline.

Candidates from other educational backgrounds with strong relevant experience may also be considered.

Experience

Preferred:5+ years of relevant experience in Executive Assistance, Operations Coordination, Project Management, Proposal/Tender Management, Accounts Coordination or similar roles.

Key Success Measures

Performance in this position will primarily be evaluated on:

- Timely completion and closure of Management-assigned tasks.
- Accuracy and effectiveness of trackers and MIS.
- Quality of follow-ups and team coordination.
- Accuracy and quality of documents, proposals and content prepared.
- Timeliness and completeness of RFP/tender submissions.
- Effectiveness of client and Accounts follow-ups.
- Ability to keep the Senior VP / Management Team continuously informed regarding important tasks, deadlines, delays and bottlenecks.

📌 Executive Assistant (EA) To Senior VP (Jaipur)
🏢 Tag Assessors Guild
📍 Jaipur