Job Purpose

To provide comprehensive administrative and coordination support to senior management by managing schedules, meetings, travel arrangements, correspondence and day-to-day executive requirements, ensuring smooth and efficient management of official activities.

Key Roles & Responsibilities

1. Calendar & Meeting Management

- Manage and maintain daily calendars, appointments and schedules of senior management.
- Coordinate internal and external meetings, including scheduling, invitations and follow-ups.
- Arrange meeting rooms, conference facilities and necessary presentations.
- Prepare meeting agendas, record minutes of meetings (MoM) and track action points.
- Ensure timely reminders and follow-ups for scheduled meetings and commitments.

2. Travel & Itinerary Management

- Plan and coordinate domestic and international travel arrangements.
- Manage flight bookings, hotel reservations, local transportation and travel itineraries.
- Coordinate travel schedules and ensure all necessary arrangements are in place.
- Handle travel-related documentation, expense statements and reimbursements.

3. Administrative & Executive Support

- Handle official emails, correspondence and communication on behalf of senior management, wherever required.
- Prepare, format and maintain presentations, reports, letters and other official documents.
- Maintain confidential records, files and important business documents.
- Coordinate with various departments for information, updates and pending matters.




- Ensure timely completion of assigned tasks and management directives.

4. Coordination & Follow-ups

- Act as a coordination link between senior management, internal departments and external stakeholders.
- Follow up with department heads on pending assignments, deliverables and significant deadlines.
- Monitor important schedules, business commitments and management priorities.
- Assist in organizing corporate meetings, management reviews and official events.

5. Additional Responsibilities

- Handle confidential and sensitive information with discretion.
- Manage official expenses, bills, vouchers and documentation.
- Support management in ad-hoc assignments and special projects.
- Ensure effective prioritization of tasks and smooth day-to-day executive operations.

Required Skills & Competencies

- Excellent verbal and written communication skills.
- Strong organizational, planning and time-management abilities.
- Proficiency in MS Office (Word, Excel, PowerPoint and Outlook).
- Good email drafting and professional correspondence skills.
- Strong follow-up, coordination and multitasking abilities.
- High level of confidentiality, discretion and professionalism.
- Ability to work independently and manage multiple priorities.
- Flexibility to accommodate changing schedules and urgent requirements.

Pay: From ₹40,000.00 per month

Benefits:

- Health insurance
- Leave encashment
- Paid sick time
- Paid time off
- Provident Fund

Work Location: In person

📌 Executive Assistant (Navi Mumbai)
🏢 VIVID ELECTROMECH
📍 Navi Mumbai