Position Overview
Malpani Group is seeking a highly organized, proactive, and dependable Executive Assistant (EA) to support the Director in managing a dynamic business environment. The EA will serve as a trusted business partner, ensuring seamless coordination of schedules, communications, projects, travel, and stakeholder relationships.
This role requires exceptional planning abilities, attention to detail, strong business acumen, and the ability to anticipate needs before they arise. The successful candidate will help optimize the Director's productivity, enabling greater focus on strategic priorities and business growth.
At Malpani Group, we believe in our WeGO values—Winning Impact, Empathy, Growth Mindset, and Optimism. We are looking for an individual who demonstrates these values through ownership, collaboration, continuous learning, and a positive approach to problem-solving.
Key Responsibilities
1. Executive Calendar & Time Management
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Manage and optimize the Director's calendar across multiple locations, meetings, and commitments.
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Schedule appointments, reviews, business meetings, and leadership interactions.
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Anticipate scheduling conflicts and proactively provide solutions.
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Prioritize engagements in alignment with business goals and strategic priorities.
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Coordinate meetings across multiple stakeholders and time zones.
2. Communication Management
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Serve as the primary point of contact for internal and external stakeholders on behalf of the Director.
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Screen and prioritize emails, calls, and correspondence.
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Draft, review, and proofread professional communications, reports, presentations, and business documents.
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Ensure timely responses and effective communication flow between stakeholders.
3. Meeting Coordination & Follow-Up
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Organize leadership meetings, reviews, vendor discussions, and business forums.
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Prepare agendas, briefing notes, presentations, and supporting documents.
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Capture meeting minutes, decisions, and action items accurately.
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Track follow-ups and ensure closure of agreed actions within timelines.
4. Project Coordination & Strategic Support
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Support the Director in monitoring strategic initiatives and key business projects.
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Track deliverables, milestones, deadlines, and project progress.
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Coordinate with cross-functional teams to ensure timely execution.
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Conduct research, gather information, and prepare reports to support decision-making.
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Assist in workflow improvement, process optimization, and special assignments.
5. Travel Planning & Logistics Management
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Manage end-to-end domestic and international travel arrangements.
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Coordinate flights, accommodations, local transportation, visas (if required), and itineraries.
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Prepare detailed travel schedules and contingency plans.
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Handle last-minute travel changes efficiently and professionally.
6. Stakeholder & Vendor Coordination
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Build and maintain effective relationships with clients, vendors, consultants, and business partners.
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Coordinate vendor evaluations, sourcing activities, and business engagements.
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Act as a liaison between the Director and internal leadership teams.
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Ensure timely communication and follow-up on business commitments.
7. Document & Information Management
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Maintain confidential records, contracts, reports, and business documentation.
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Organize both physical and digital filing systems for easy accessibility.
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Track key business documents and ensure version control where necessary.
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Handle sensitive information with the highest degree of confidentiality.
9. Operational Excellence
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Develop and maintain trackers, dashboards, and management reports.
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Ensure smooth execution of recurring management reviews and governance meetings.
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Support organizational initiatives, events, and leadership engagements.
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Continuously identify opportunities to improve efficiency and effectiveness.
Desired Candidate Profile
Educational Qualification
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MBA / MPM / MSW / Graduate in Business Administration, Management, Communications, or related discipline.
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Additional certifications in Executive Assistance, Office Administration, Project Management, or Business Coordination will be an advantage.
Experience
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4–6 years of experience as an Executive Assistant, Executive Coordinator, Business Support Executive, or similar role supporting senior leadership.
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Exposure to manufacturing, FMCG, consumer products, or family-managed businesses will be preferred.
Success Measures
The successful candidate will:
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Ensure seamless management of the Director's professional commitments.
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Drive timely closure of meetings, decisions, and action items.
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Anticipate business needs and proactively address challenges.
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Improve productivity through effective planning and coordination.
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Build trusted relationships across stakeholders while maintaining confidentiality.
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Consistently demonstrate Malpani Group's WeGO values in day-to-day interactions.
What We Offer
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Opportunity to work directly with senior leadership and gain exposure to strategic business decisions.
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Long-term career growth within the Malpani Group ecosystem.
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Dynamic, high-impact work environment with continuous learning opportunities.
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Collaborative culture driven by our WeGO values:
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Winning Impact
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Empathy
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Growth Mindset
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Optimism
How to Apply
Interested candidates may submit their updated CV to
mailto:[email protected] or apply at the Link.
