Key Responsibilities (KRAs):

1. Calendar & Schedule Management

* Manage and maintain complex calendars for the MD and leadership team

* Coordinate internal and external meetings across

* Prioritize appointments and ensure optimal time management

Handle last-minute changes and schedule conflicts efficiently

2. Travel & Logistics Management

* Plan and coordinate domestic and international travel (flights, visas, accommodation,

transport)

* Prepare detailed travel itineraries and briefing documents

* Manage travel budgets and ensure cost optimization

* Handle travel-related contingencies and on-ground coordination

3. Meeting Coordination & Documentation

* Schedule and organize leadership meetings, board meetings and reviews

* Attend meetings and prepare accurate Minutes of Meeting (MOM)

* Track action items and ensure timely follow-ups

* Prepare presentations, reports and briefing notes for meetings

4. Event & Engagement Management

* Plan and execute company events, annual day & offsites activities

* Coordinate with vendors for events, conferences and corporate gatherings

* Manage budgets, logistics and end-to-end execution of events

* Ensure high-quality experience and brand alignment

5. Stakeholder & Communication Management

* Act as a point of contact between MD, leadership team and internal/external

stakeholders

* Draft professional emails, communications and announcements

* Maintain confidentiality and handle sensitive information with discretion

* Build strong working relationships across departments

6. Administrative & Operational Support

* Manage documentation,



records and executive correspondence

* Support in preparing MIS reports, dashboards and data analysis

* Coordinate with cross-functional teams for business updates

* Assist in project tracking and execution support

7. Office Coordination & Process Improvement

* Streamline administrative processes and improve efficiency

Liaise with vendors, travel agencies and service providers

* Ensure smooth day-to-day functioning of executive office

* Identify areas for automation and process enhancement

Required Skills & Competencies:

* Excellent organizational and multitasking abilities

* Strong communication (written & verbal) skills

* High level of professionalism and confidentiality

* Proficiency in MS Office (Excel, PowerPoint, Outlook)

* Solid problem-solving and decision-making skills

* Ability to work under pressure and meet tight deadlines

* Attention to detail and accuracy

Qualifications & Experience:

* Bachelors degree in Business Administration or related field

* 5 to 10 years of experience as an Executive Assistant to senior leadership/MD/CXO level

* Proven experience in managing international travel and high-level meetings

* Experience in event management and vendor coordination preferred

Key Attributes:

* Proactive and self-driven

* High emotional intelligence and interpersonal skills

* Strong sense of ownership and accountability

* Flexibility to work beyond standard hours when required

Working Conditions:

* Work Environment: Office setting.

* Hours: Full-time, standard business hours with occasional overtime as required.

📌 Executive Assistant To Managing Director (Pune)
🏢 Randstad
📍 Pune