Job Description: Executive Assistant to Associate Director

About Amber & Mark

At Amber & Mark, we partner with Governments, Public Institutions, Development Agencies, Infrastructure Organizations, Multilateral Agencies to transform strategic opportunities into sustainable outcomes.

We believe advisory must go beyond recommendations and focus on implementation, institutional strengthening, investment mobilisation, and measurable impact. Our teams work across government advisory, infrastructure, sustainability, ESG, skill development, public policy, economic development, and institutional capacity-building assignments.

As Amber & Mark enters its next phase of growth, this role supports the Associate Director in driving the firms vision, priorities, and deliverables, serving as a trusted execution and coordination partner to senior leadership.

Position Details

Position Title: Executive Assistant to Associate Director

Number of Positions: 02

Location: Mumbai

Reporting To: Associate Director

Employment Type: Full-time

Experience Required: 0-5 Years

Educational Qualifications

Bachelors Degree

Candidates with a Bachelors Degree in Business Administration, Management, Commerce, Economics, Public Policy, Liberal Arts, or a related discipline may apply for this position.

Masters Degree (Preferred / Advantageous)

Candidates with an MBA, PGDM, or a Master’s Degree in Management, Public Policy, or a related field will be preferred.

Relevant Work Experience

Candidates with 0–5 years of experience in executive assistance, chief-of-staff support, business operations, coordination, or project management are eligible to apply. Prior experience supporting senior leadership, consulting firms, or high-growth organisations will be considered an added advantage, as will demonstrated project-management experience during college or university.

Role Overview

The Executive Assistant to the Associate Director works closely with the Associate Director to advance the firm’s vision, priorities, and deliverables. Acting as a trusted execution and coordination partner, the role focuses on internal delivery, organisation, and follow-through — translating the Associate Director’s goals into structured plans, clear actions, and timely outcomes.

Rather than owning client delivery, the role enables the Associate Director to deliver by anticipating needs, managing priorities, generating action plans, tracking progress, coordinating with PMU teams and other stakeholders, maintaining revenue and collections records and P&L; statements, preparing high-quality materials, and ensuring the smooth functioning of the office. It is best suited to a resourceful, organised,



and dependable professional who operates effectively across functions and remains composed in a fast-paced environment.

Roles & Responsibilities

PMU Operations

- Partner closely with the Associate Director to advance the firm’s strategic priorities and deliverables.
- Translate goals, discussions, and decisions into structured action plans and clear next steps.
- Track the Associate Director’s key initiatives and firm deliverables from initiation to completion.
- Prepare a high-level plan on a quarterly basis and track progress to ensure timely execution.
- Maintain action trackers, timelines, and progress updates across priorities, and maintain physical records as and when required.
- Follow up with teams to ensure commitments are delivered on time and to standard.
- Identify delays, gaps, and risks early and support their timely resolution.
- Coordinate with PMU teams, internal functions, and other stakeholders on behalf of the Associate Director.
- Plan and organise meetings, prepare agendas, and record minutes and action points.
- Manage the flow of information, updates, and follow-ups to keep priorities on track.
- Draft internal communications, updates, and notes with clarity and professionalism.
- Prepare briefing notes, executive summaries, and presentations for meetings and reviews.
- Manage the Associate Director’s calendar, meetings, and travel with foresight and discretion.
- Maintain well-organised and confidential records, documents, and correspondence.
- Ensure the smooth day-to-day functioning of the Associate Director’s office.

Talent Acquisition & HR Support

- Prepare job descriptions for various positions across PMU engagements, in consultation with the Associate Director.
- Identify potential candidates through relevant sourcing channels, including job portals, professional networks, referrals, and institutional contacts.
- Screen applications and shortlist candidates against defined role requirements.
- Coordinate interview schedules, communicate with candidates, and record interview feedback and outcomes.
- Support the preparation and issuance of offer letters, appointment letters, and related documentation.
- Coordinate the onboarding of new joiners, including document collection, induction, and handover to the respective PMU teams.
- Maintain employee records, personnel files, and a recruitment tracker with accuracy and confidentiality.
- Track attendance, leave,



and other routine HR records, and share timely inputs for payroll processing.
- Support the implementation of HR policies and processes, and respond to routine employee queries.

Revenue Planning

- Maintain records of revenue and collections, along with P&L; statements.
- Conduct research and prepare inputs on topics, sectors, and opportunities as required.
- Compile data, summaries, and reports to support informed decision-making.

Additional Responsibilities

- Undertake additional tasks assigned by the Associate Director in line with organisational priorities.
- Demonstrate ownership, professionalism, and confidentiality across all assignments.

Skills

- Planning, Coordination & Execution
- Communication & Professional Writing
- Basic Financial Literacy (Revenue & Collections)
- Stakeholder Coordination & Assertive Follow-through
- Research & Analytical Ability
- Attention to Detail & Accuracy
- Discretion & Confidentiality
- Ownership & Reliability

Tools & Technical Proficiency

Mandatory

- MS Excel
- MS PowerPoint
- MS Word
- Google Workspace
- AI Tools (for Research and Productivity)

Desired

- Project / task management tools (e.g., Asana, Trello, Notion)
- Calendar & scheduling tools
- Python

Preferred Candidate Profile

The ideal candidate is highly organised, dependable, and proactive, with strong communication skills and the ability to manage multiple priorities with composure. Candidates who take ownership of outcomes, work effectively with senior leadership, and bring discretion and professionalism to a fast-paced environment will be strongly preferred.

Travel & Mobility Requirements

- Willingness to travel as required for meetings, reviews, and work commitments.
- Flexibility to support the Associate Director’s priorities across locations when necessary.

Career Progression

Accelerated Progression to Associate – Government Advisory

This role is designed as a launchpad into Amber & Mark’s advisory practice. Based on performance, the selected candidate will be eligible for fast-track progression to the role of Associate – Government Advisory after 12 months. Those who demonstrate ownership, sound judgement, and a strong understanding of the firm’s work will have the opportunity to move from enabling delivery to leading it alongside building a long-term career in public sector advisory.

Diversity, Equality & Inclusion

Amber & Mark is committed to fostering a diverse, inclusive, and equitable workplace. We encourage applications from candidates across different social, cultural, educational, and skilled backgrounds, and we are committed to ensuring equal opportunity and fair treatment throughout the recruitment and employment process.

📌 Executive Assistant To Associate Director (Mumbai)
🏢 Amber And Mark Advisory Services
📍 Mumbai