We are seeking a highly organized, proactive and detail-oriented Executive Assistant to support the Managing Director and Leadership Team. The role requires exceptional coordination skills, discretion and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will act as a trusted partner, ensuring seamless executive operations and communication.

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

1. 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

1. 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

1. 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

1. 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

1. 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

1. 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)
- Strong 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
- 510 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