Responsibilities

Calendar and communication

- Manage and maintain both Directors’ calendars, including scheduling meetings and appointments. Resolve clashes between their schedules and flag conflicts early.

- Act as the first point of contact for internal and external communications on behalf of the Directors.

- Prepare and edit correspondence, reports, presentations and other documents as needed.

Travel, visas and international bookings

- Plan and book domestic and international travel: flights, hotels, ground transport, travel insurance and forex.

- Handle end-to-end visa processing for both Directors and, when required, other team members. This covers documentation, applications, appointments, follow-up and tracking passport and visa validity.

- Prepare detailed itineraries with confirmations, contacts and contingency plans. Manage rebookings and cancellations.

- Maintain a travel database: passports, visas, frequent-flyer numbers, preferences and preferred vendors.

Exhibitions and events

- Coordinate exhibitions end to end: stall booking, booth design and vendor coordination, logistics and shipping, team travel and accommodation, pre-event meeting scheduling, on-ground support and post-event follow-up.

- Maintain exhibition calendars, budgets and checklists. Track vendor payments and invoices.

- Assist in preparing for meetings, conferences and events.

Meetings and office support

- Coordinate and support meetings: prepare agendas, take minutes and follow up on action items.





- Liaise with internal departments and external stakeholders, including clients, vendors, airlines and consulates, for seamless communication.

- Manage special projects and conduct research as directed by either Director.

- Organise and maintain physical and digital filing systems.

- Manage expense claims, reimbursements, bill payments and basic personal errands where required

- Maintain strict confidentiality of sensitive business, financial and personal information.

Requirements:

- 4+ years as an executive assistant or in a similar role.

Experience supporting two or more senior leaders is preferred.

- Proven experience handling visas and international bookings.

- Experience coordinating exhibitions or trade shows end to end.

- Exceptional organisational and time-management skills

- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), virtual platforms (Zoom, MS Teams) and Google Workspace. Familiarity with online booking portals and visa application portals.

- Ability to work independently with minimal supervision and adapt to changing priorities.

- High level of discretion and professionalism.

- Solid problem-solving abilities and attention to detail.

- Proficient in English, verbal and written. Knowledge of Hindi or other relevant languages is an advantage.

- Willing to travel occasionally for exhibitions or events and to work extended hours or weekends during exhibition periods.

Qualification

Bachelor’s degree preferred. Additional qualifications in office administration are a plus.

📌 Executive Assistant (Delhi)
🏢 Madhu Instruments
📍 Delhi