Executive Assistant to Director

Location: India
Type: Full-time
Reports To: Director

Role Overview

We are seeking a highly proactive, detail-oriented, and assertive Executive Assistant to serve as the execution and coordination anchor within the Director’s Office. This is not a routine administrative role.

This is a structured, high-responsibility position requiring strong follow-through, confidentiality, disciplined time management, and the ability to protect the Director’s focus. The ideal candidate is organised, process-driven, emotionally intelligent, and comfortable ensuring accountability at all levels.

Key Roles & Responsibilities

Strategic Schedule & Priority Management

• Manage and structure the Director’s calendar with strict prioritisation.
• Ensure no deadlines are missed by maintaining a daily, weekly, and monthly action tracker.
• Proactively remind and follow up on pending commitments, meetings, and deliverables.
• Prepare daily briefing notes before meetings.

Executive Gatekeeping & Time Protection

• Act as the first point of contact for internal staff and external clients.
• Filter communication and escalate only critical matters.
• Protect the Director’s time by reducing unnecessary interruptions.

Follow-Up & Task Monitoring

• Maintain a master task dashboard for the Director.
• Track all internal assignments and ensure they are completed on time.
• Coordinate with departments to gather updates and ensure execution.
• Prepare weekly progress summaries.

Client & Application Oversight

• Monitor client application timelines and ensure document accuracy.
• Coordinate with legal partners, counsellors, and executives.
• Review submissions before final approval.
• Maintain CRM and portal accuracy.

Documentation & Communication

• Draft professional emails, letters, and reports.
• Maintain confidential records and organised filing systems.
• Prepare presentations and strategic documents.

Travel & Logistics

• Coordinate travel arrangements and prepare documentation.
• Ensure smooth logistics for meetings, events, and workshops.

Research & Decision Support

• Conduct background research for new initiatives.
• Compile information to support strategic decisions.
• Assist in the preparation of SOPs and internal process documentation.
• Ensure structured communication flow within the organisation.

Preferred Qualifications

• 3+ years of experience in executive assistance, operations coordination, or a similar role.
• Experience working directly with senior leadership.
• Strong proficiency in CRM systems, Excel, Google Workspace, or Zoho tools.
• Ability to manage multiple priorities under pressure.

Required Traits

• Extremely detail-oriented
• Assertive yet respectful
• Emotionally intelligent
• Comfortably reminding senior leadership firmly
• High confidentiality standards
• Strong follow-up discipline
• Process-driven mindset

What This Role Is NOT

• Not just calendar management
• Not just answering calls
• Not a passive administrative role

This is a proactive execution partner position within the Director’s Office.

How to Apply

Interested candidates may share their updated CV along with a brief note explaining why they are suitable for this role/job.

Job Types: Full-time, Fresher

Pay: From ₹45,000.00 per month

Benefits:

• Leave encashment
• Paid sick time
• Paid time off

Work Location: In person