Job Title:
Executive Assistant
Department:
Administration / Executive Office
Reporting To:
Director / Senior Management
Location:
HKBK Group of Institutions
Qualification:
- Bachelor's Degree in any discipline (Graduation mandatory).
Experience:
- 3–4 years of experience as an Executive Assistant, Executive Coordinator, Executive Secretary, or in a similar administrative support role.
Job Summary
The Executive Assistant will provide comprehensive administrative, operational, and coordination support to the Director and Senior Management. The role requires excellent organizational, communication, documentation, and follow-up skills to ensure seamless execution of executive priorities, meetings, and institutional initiatives.
Key Responsibilities
- Manage the Director's calendar, appointments, meetings, and travel schedules.
- Prepare meeting agendas, record Minutes of Meetings (MoM), and track action items to ensure timely closure.
- Coordinate with departments to monitor the progress of assignments and follow up on pending tasks.
- Draft and prepare professional emails, letters, reports, presentations, and official correspondence.
- Maintain confidential records, files, and management documentation.
- Prepare MIS reports, dashboards, presentations, and management reports as required.
- Organize meetings, conferences, management reviews, and other official events.
- Handle internal and external communications on behalf of the Director.
- Maintain systematic filing and document management, both physical and digital.
- Coordinate special projects and institutional initiatives assigned by the Management.
- Assist in preparing budgets, reports, presentations, and business proposals as required.
- Coordinate with external stakeholders, vendors, consultants, and government authorities whenever required.
- Arrange travel, accommodation, logistics, and itineraries for the Director and Management.
- Ensure timely execution of management directives by coordinating with all departments.
- Perform any other responsibilities assigned by the Director or Management.
Required Skills
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Excellent time management and coordination skills.
- Strong documentation, report writing, and presentation skills.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Ability to maintain confidentiality and handle sensitive information.
- Strong follow-up and stakeholder management skills.
- Ability to work under pressure and meet deadlines.
Core Competencies
- Executive Coordination
- Calendar & Schedule Management
- Meeting Management & MoM Preparation
- Business Communication
- Documentation & Record Management
- MIS Reporting
- Project Coordination
- Stakeholder Management
- Problem Solving & Decision Support
- Professionalism & Confidentiality
Key Performance Indicators (KPIs)
- Timely completion of management assignments.
- Effective calendar and meeting management.
- Accuracy and quality of reports, presentations, and documentation.
- Timely follow-up and closure of action items.
- Efficient coordination with internal and external stakeholders.
- Confidential handling of management information.
- Responsiveness to management requirements.
- Overall administrative efficiency and support to the Director.
This JD is suitable for an experienced Executive Assistant with 3–4 years of relevant experience supporting senior leadership in an educational institution or corporate environment.
Pay: ₹35,000.56 - ₹40,072.59 per month
Work Location: In person
