Role & responsibilities

1. Calendar and Meeting Management

- Manage the executive's daily calendar, appointments, and schedules.

- Schedule meetings, conference calls, and business appointments.

- Prepare meeting agendas, presentations, and relevant documents.

- Record meeting minutes and follow up on action items.

- Coordinate meeting rooms and virtual meetings.

1. Administrative Support

- Handle emails, phone calls, correspondence, and other communications.

- Draft letters, emails, reports, presentations, and official documents.

- Maintain confidential files, records, and significant documents.

- Organize and maintain digital and physical filing systems.

- Monitor pending tasks and ensure timely completion.

1. Travel and Expense Management

- Arrange domestic and international travel, including flights, hotels, and transportation.

- Prepare travel itineraries and coordinate travel-related requirements.

- Maintain travel records and assist with expense claims and reimbursements.

- Coordinate executive expenses and related documentation.

1. Coordination and Follow-Up

- Coordinate with internal departments, clients, vendors, and business partners.

- Follow up on tasks, projects, deadlines,



and commitments assigned by management.

- Assist in preparing management reports, presentations, and business updates.

- Support the executive in day-to-day operational and strategic activities.

- Finance & Accounts Coordination

- Coordinate with Finance and Accounts teams for timely submission of financial reports and MIS.

- Follow up on monthly, quarterly, and annual financial closing activities.

- Track budget submissions, budget-versus-actual reports, and variance explanations.

- Coordinate the collection of financial data from various departments.

- Maintain trackers for key finance deliverables, pending approvals, and reporting deadlines.

- Coordinate meetings and documentation requirements with banks, statutory auditors, internal auditors, and consultants.

- Follow up on audit observations, pending schedules, supporting documents, and action plans.

- Coordinate documentation for banking, insurance, taxation, and statutory matters with the respective teams.

- Follow up on pending approvals, payment-related documentation, and financial commitments.

Preferred candidate profile

📌 Executive Assistant (Pune)
🏢 Dhruv Global School
📍 Pune