Executive Assistant to Function Head

Location: Pune

Reporting To: Function Head

Position Summary The Executive Assistant to the Function Head provides comprehensive administrative, operational, and strategic support to enable effective leadership and seamless functioning of the department. The role requires strong coordination, communication, analytical, stakeholder management, and organizational skills to manage priorities, facilitate decision-making, and drive execution of key initiatives.

Key Responsibilities

Executive & Administrative Support

- Manage the Function Head's calendar, appointments, meetings, and travel schedules.
- Coordinate daily priorities and ensure effective time management.
- Screen and manage communications, emails, and correspondence.
- Prepare reports, presentations, dashboards, meeting agendas, and business documents.
- Maintain departmental records and ensure smooth information flow.

Business Support & Data Analysis

- Analyse departmental data and prepare meaningful insights and reports.
- Interpret complex data sets and provide actionable recommendations.
- Assist in tracking departmental objectives, KPIs, and strategic initiatives.

Meeting & Coordination Management

- Organize functional leadership meetings, reviews, and team discussions.
- Prepare and circulate Minutes of Meetings (MoMs).
- Track action items and ensure timely follow-up and closure.
- Coordinate with cross-functional teams to drive alignment and execution.

Stakeholder Management & Communication

- Act as a key liaison between the Function Head and internal stakeholders.
- Coordinate communication across departments and business functions.
- Draft, review, and manage presentations, correspondence, and reports.
- Support stakeholder engagement and relationship management.




- Coordinate with multiple stakeholders to ensure timely execution.
- Provide regular status updates and management summaries.

Travel & Event Coordination

- Manage domestic and international travel arrangements, itineraries, and accommodations.
- Expense management - She will be filing all reimbursements in ZOHO and ensure that the payment is settled.

Governance & Confidentiality

- Handle sensitive and confidential information with discretion.
- Ensure proper documentation and maintenance of departmental records.
- Support compliance with organizational policies, governance, and reporting requirements.

Qualifications

- Bachelor’s degree in business administration, Commerce, Management, Engineering, or a related field.
- MBA or relevant professional certification preferred.

Experience

- 6-10 years of experience supporting senior leaders, business heads, or functional leadership teams.
- Experience supporting 4-5 Function Heads or senior business leaders simultaneously is mandatory.
- Strong capability to manage multiple leadership stakeholders, cross-functional coordination, and competing priorities.

Key Skills

- Executive and calendar management
- Data analysis and interpretation
- Business reporting and dashboard preparation
- Strategic planning and project coordination
- Stakeholder and cross-functional management
- Meeting management and MoM tracking
- Advanced MS Excel, PowerPoint, Word, and Outlook
- Strong communication and presentation skills
- Organization, prioritization, and multitasking
- Attention to detail and confidentiality

Competencies

- Solid analytical and problem-solving mindset
- Business acumen and commercial awareness
- Proactive and self-driven approach
- Excellent coordination and execution skills
- Ability to manage multiple priorities under tight timelines
- High level of professionalism, integrity, and discretion

📌 EA to HOD (Pune)
🏢 ENGIE India
📍 Pune