Role Overview

We are seeking a highly organized, proactive, and strategic Executive Assistant to support the CEO and CHRO. This role requires exceptional administrative capability, stakeholder management, confidentiality, and the ability to operate in a fast-paced leadership setting. The EA will act as a key coordination hub for leadership priorities, communication, and organizational initiatives.

Key Responsibilities

- Executive Calendar & Meeting Management

- Manage and optimize the CEO & CHROs calendars, scheduling meetings, leadership reviews, and strategic discussions.
- Prioritize appointments and resolve scheduling conflicts efficiently.
- Coordinate internal and external meetings across multiple stakeholders.
- Ensure meeting preparedness by sharing agendas, background material, and briefing notes.

- Travel & Logistics Management

- Plan and manage domestic and international travel arrangements including flights, accommodation, visas, and ground transportation.
- Prepare detailed travel itineraries and ensure seamless coordination during travel.
- Handle travel reimbursements and expense reporting.

- Meeting Coordination & Documentation

- Organize leadership meetings, board discussions, HR leadership meetings, and cross-functional reviews.
- Record and circulate Minutes of Meeting (MoM) and track action items to closure.
- Follow up with stakeholders to ensure timely completion of deliverables

- Leadership Communication & Stakeholder Coordination

- Act as a point of contact between leadership and internal/external stakeholders.
- Draft emails, presentations, and internal communications on behalf of the CEO/CHRO.
- Coordinate with leadership teams, HR heads,



and business leaders across departments.

- Event & Engagement Management

Plan and coordinate key internal events and leadership engagements including:

- Leadership offsites
- Townhalls
- Team celebrations and milestone events
- Employee birthdays & work anniversaries
- Festival celebrations across offices

Manage logistics, vendors, budgets, and execution for these initiatives.
- Strategic & Operational Support

- Support the CEO and CHRO in strategic projects and initiatives.
- Assist with preparation of leadership presentations, dashboards, and reports.
- Track key initiatives, priorities, and follow-ups across departments.
- Conduct basic research and compile insights to support decision-making.

- Information & Document Management

- Maintain confidential files, leadership documents, and reports.
- Organize digital documentation and ensure easy retrieval.
- Manage sensitive information with a high level of discretion.

- Process & Efficiency Improvement

- Identify opportunities to improve leadership workflows and coordination processes.
- Implement tools or systems to improve scheduling, documentation, and communication

Key Competencies

- Stakeholder management • Time management & prioritization • Discretion & confidentiality • Problem solving • Strategic thinking • Proactive execution

Role: Administration - Other, Industry Type: Internet, Department: Administration & Facilities, Employment Type: Full Time, Permanent Role Category: Administration Education PG: Any Postgraduate Key Skills Skills highlighted with ‘‘ are preferred keyskills Travel ManagementMOMCalendar Management Fixing AppointmentsEAHotel Booking

📌 Executive Assistant (Mumbai)
🏢 Nykaa
📍 Mumbai