Executive Assistant

Executive Assistant to Executive Director

Location: Mumbai, Maharashtra, India | Experience: Junior Level (1-2 years)

About the Company

Our company is a growing organization with its primary office in Mumbai, bringing together teams that depend on strong communication, reliable execution, and informed decision-making. We value people who create structure, make information easier to use, and help leaders and teams stay aligned on priorities. The organization works through close internal collaboration and regular engagement with external stakeholders, making responsiveness and professionalism essential. This role sits close to the Executive Director and offers visibility into how priorities are translated into action across the organization. We are looking for someone who is organized, curious, comfortable with digital tools, and motivated by enabling better outcomes for the wider team. The successful candidate will contribute by improving coordination, maintaining accurate information, supporting analysis, and ensuring important commitments move forward with clarity and accountability.

About the Role

As Executive Assistant to the Executive Director, you will own the systems and routines that keep executive priorities moving. You will coordinate internal and external stakeholders, maintain CRM information, prepare reports, track follow-ups, and support day-to-day communication. The role combines executive assistance with practical data analysis and operational coordination. Your work will help the Executive Director make informed decisions, protect time for high-value priorities, and ensure commitments are clearly assigned and completed. Success means dependable information, timely communication, disciplined follow-through, and fewer coordination gaps across the organization.

Key Responsibilities

• Manage the Executive Director’s calendar, meetings, agendas, and follow-up systems so priorities are protected and decisions translate into timely action.
• Coordinate internal teams and external stakeholders through clear communication, accurate scheduling, meeting preparation, and disciplined tracking of commitments and next steps.
• Maintain CRM records, contact information, interaction histories, and task updates so leadership has reliable visibility into relationships, pipelines, and outstanding actions.
• Prepare recurring reports, dashboards, summaries, and presentations by organizing data into concise insights that support prioritization, review discussions, and executive decisions.
• Monitor key requests, deadlines, and dependencies across stakeholders, escalating risks early and keeping the Executive Director informed about progress and bottlenecks.
• Support day-to-day executive administration, including correspondence, documentation, travel or event coordination, and confidential information handling with professionalism and discretion.

Essential Skills & Technologies

• Practical experience using CRM platforms to update records, track interactions, manage tasks, and produce accurate information for leadership review and stakeholder follow-up.
• Working knowledge of spreadsheets and data analysis, including data cleaning, sorting, formulas, basic dashboards, and converting operational information into clear summaries.
• Strong coordination and communication skills, with the ability to manage calendars, meetings, follow-ups, and multiple stakeholders while maintaining accuracy under changing priorities.
• Proficiency with productivity tools such as Microsoft Office or Google Workspace, including email, calendars, documents, presentations, and spreadsheet-based reporting.
• High attention to detail, ownership, confidentiality, and responsiveness, with the judgment to organize work independently and escalate important issues at the right time.

Additional Plus

• Exposure to project management, task-tracking, or workflow tools that improve accountability across internal teams and external partners.
• Experience preparing executive briefing notes, meeting packs, presentations, or stakeholder updates in a professional environment.
• Interest in improving processes, automating routine coordination, and learning new systems that increase executive and team effectiveness.

What You'll Bring

You will bring 1–2 years of experience in executive assistance, administrative coordination, operations, customer success, business support, or a similar role. You should be comfortable working with CRM tools, spreadsheets, calendars, email, presentations, and structured task-tracking systems. We value clear written and verbal communication, strong follow-through, and the ability to keep several moving parts organized without losing attention to detail. You will need to handle sensitive information responsibly, work professionally with internal and external stakeholders, and adapt when priorities change. A practical, problem-solving mindset is important: you should be willing to investigate gaps, organize information, and propose simple ways to improve recurring workflows. You do not need to know every system on day one, but you should learn quickly, ask thoughtful questions, and take ownership of outcomes. Most importantly, you will bring reliability, discretion, curiosity, and a service-oriented approach to helping the Executive Director and wider organization work more effectively.

Why Join Us

• Work closely with the Executive Director and gain broad exposure to leadership priorities, stakeholder management, organizational decision-making, and cross-functional execution.
• Build a strong foundation in executive support, CRM operations, data analysis, and business coordination while contributing to work with visible organizational impact.
• Join a collaborative Mumbai-based team where disciplined execution, learning agility, and thoughtful communication are valued in everyday work.

What We Offer

• A hybrid role based in Mumbai with meaningful access to leadership, structured exposure to cross-functional work, and the flexibility to perform focused administrative and analytical tasks effectively.
• An opportunity to develop practical expertise across executive support, CRM management, reporting, stakeholder coordination, and process improvement in a role with broad organizational visibility.
• A supportive environment that values ownership, clear communication, learning, and dependable execution while giving early-career professionals room to grow their judgment and capabilities.