Executive Assistant

Role Overview

We are seeking a skilled Executive Assistant to support leadership in efficient calendar, travel, and expense management, alongside communication and project coordination. This on-site position based in Gurugram demands an organized individual adept at multitasking and managing confidential information.

Key Responsibilities

• Manage daily schedules of senior leaders by coordinating internal and external meetings with effective prioritization.
• Prepare meeting agendas, document minutes, and ensure timely follow-ups on action items.
• Arrange domestic and international travel including flights, accommodation, and local transport; prepare detailed itineraries and handle last-minute adjustments smoothly.
• Process expense reports, invoices, and reimbursements adhering to company policies; assist in budgeting and cost-saving initiatives related to marketing travel expenditures.
• Serve as a communication liaison between Directors and stakeholders, drafting and proofreading emails, presentations, and reports with a keen eye for document formatting quality.
• Support project-related tasks such as preparing reports, conducting research, organizing events, workshops, conferences, and facilitating cross-team projects.
• Maintain office administrative functions including filing, document management, office supplies, and ensure all necessary materials for meetings and events are ready.
• Assist the Admin head in coordinating travel and hotel vendor partnerships across India.
• Collaborate with the marketing director to foster a motivated team by organizing regular one-on-one sessions and maintaining team engagement.

Qualifications and Skills

• Bachelor’s degree or equivalent professional experience.
• Between 3 to 5 years in a similar executive assistant capacity, ideally supporting C-level executives.
• Proficiency with Microsoft Office Suite and scheduling software is essential.
• Exceptional organizational, multitasking, and time management abilities.
• Strong verbal and written communication skills with great attention to detail.
• Ability to handle confidential information with discretion.
• Experience with travel management and expense tracking systems is advantageous.
• Prior exposure to fast-paced environments, preferably FMCG sector or similar industries.
• Capable of working autonomously as well as collaboratively in team settings.
• Excellent interpersonal skills to engage effectively with senior stakeholders.