Executive Assistant to Director – Executive & Business Support

Company: UniStar Environment and Research Labs Pvt. Ltd.

Location: Vapi, Gujarat

Reporting To: Director

Employment Type: Full time

About the RoleWe are looking for a well-organised, mature and commercially aware Personal Assistant to the Director. This is a high-trust role that combines executive assistance with management coordination, reporting, business research and day-to-day decision support.

The person will work closely with the Director, ensuring that priorities are well managed, information is readily available, follow-ups are closed on time, and important matters receive the right level of attention.

The role would suit someone who is proactive, comfortable with numbers and information, confident with technology, and able to work independently with discretion.

Key ResponsibilitiesExecutive Support

- Manage the Director’s calendar, meetings, appointments and travel.
- Prepare schedules, meeting briefs, reminders and action points.
- Manage correspondence, calls and day-to-day communication.
- Prepare emails, letters, reports, presentations and meeting notes.
- Maintain confidential documents and executive records.

Management Coordination
- Track important assignments, commitments and pending actions.
- Follow up with relevant stakeholders and provide timely status updates.
- Maintain action trackers and ensure agreed timelines are followed.
- Bring pending, delayed or critical matters to the Director’s attention.
- Assist with coordination of important meetings, reviews and business discussions.

Reporting & • Analysis
- Prepare regular MIS, management reports and dashboards.
- Consolidate information from different sources and present it in a clear, useful format.
- Analyse trends, variances, targets and performance data to support management reviews.
- Prepare comparison sheets, summaries and other information required for decision-making.




- Develop and maintain structured Excel-based trackers and reports.

Business & • Decision Support
- Research and compile information required by the Director for meetings and business decisions.
- Prepare concise notes covering key facts, options, costs, timelines and other relevant considerations.
- Assist in monitoring projects, deliverables and important business activities.
- Keep track of renewals, contracts, licences, certifications and other important dates.
- Maintain a structured record of decisions and follow-up actions.

Technology & • AI
- Make effective use of AI and digital tools for research, data analysis, reporting, presentations and routine administrative work.
- Identify practical ways to reduce manual work and improve reporting and information flow.
- Use technology to organise information, prepare summaries and improve efficiency.
- Maintain appropriate confidentiality and discretion while using digital and AI tools.

External & • Internal Coordination
- Coordinate with clients, consultants, vendors, government authorities and other external stakeholders as required.
- Coordinate internally to obtain information, updates and documents required by the Director.
- Assist in organising client meetings, conferences, seminars and business events.

Travel & • Special Assignments
- Arrange travel, accommodation, transportation and itineraries.
- Maintain travel records and related documentation.
- Support the Director on special assignments, research and other business initiatives as required.





What We’re Looking For
- Bachelor’s /Master's degree in Business Administration, Commerce, Management or a related field.
- 4–8 years of experience as a Executive Assistant, Management Coordinator or similar role.
- Experience working with senior management will be an advantage.
- Solid working knowledge of MS Excel, PowerPoint and Word.
- Comfortable working with data, reports and presentations.
- Interest in using AI and digital tools to improve efficiency and productivity.
- Excellent English communication and professional email drafting skills.
- Strong follow-up, coordination and organisational ability.
- Good judgement, attention to detail and a high level of confidentiality.

Personal Attributes
- Professional and composed
- Proactive and dependable
- Sharp attention to detail
- Good business sense
- Comfortable handling confidential matters
- Able to anticipate requirements
- Strong ownership and follow-through
- Adaptable and willing to learn
- Comfortable working in a fast-paced environment

Key Success Measures
- Effective management of the Director’s schedule and priorities
- Timely follow-up and closure of action points
- Accuracy and quality of reports and presentations
- Availability of relevant information for management discussions
- Responsiveness and coordination with internal and external stakeholders
- Effective use of technology and AI to improve efficiency
- Timely completion of assigned work

CompensationSalary: Commensurate with experience and suitability.

Why Join UniStar?

- Work closely with senior leadership and gain broad business exposure.
- Opportunity to develop skills across management coordination, reporting, analysis and business support.
- Exposure to modern digital and AI tools.
- Opportunity to grow into a broader executive or management-support role within a growing organisation.

📌 Executive Assistant to Director (Vapi)
🏢 Unistar Environment and Research Labs
📍 Vapi