ROLE OVERVIEW
We are seeking a highly accomplished, proactive, and diplomatically astute Executive Assistant to provide strategic and administrative support to the Management / Board of Directors. Beyond traditional EA responsibilities, this role carries a significant external-facing dimension — the incumbent will represent and communicate on behalf of the Management with universities, research institutions, industry bodies, embassies, and consulates across multiple countries. The ideal candidate combines exceptional organizational ability with strong interpersonal and cross-cultural communication skills, and is capable of operating at the intersection of business development, international relations, and executive support.
KEY RESPONSIBILITIES
A. Executive & Administrative Support
- Manage and maintain the Management's calendar, scheduling meetings, appointments, internal reviews, and travel — ensuring zero conflicts and advance preparation for all engagements.
- Serve as the primary gatekeeper and point of contact between the Management and internal teams, external partners, and institutional stakeholders.
- Draft, review, and finalize correspondence, briefing notes, executive summaries, presentations, and reports on behalf of the Management.
- Coordinate Board meetings, Management Committee meetings, and leadership reviews — including agenda preparation, pre-read circulation, minute recording, and action item tracking.
- Manage all travel logistics — visa applications, flight and hotel bookings, itineraries, and airport transfers — for domestic and international trips.
- Handle highly confidential information pertaining to business decisions, personnel matters, and strategic plans with absolute discretion.
B. International Liaison & Institutional Communication
- Communicate formally and professionally on behalf of the Management with Domestic & foreign universities, research institutions, business schools, and academic bodies for purposes of association, partnership, MoU signing, and sponsorship.
- Coordinate with embassies, consulates, and high commissions of relevant countries to facilitate official meetings, introductions, and d correspondence on behalf of the company.
- Establish and maintain relationships with international trade bodies, chambers of commerce, and industry associations to strengthen the company's global presence.
- Draft formal proposals, letters of intent, partnership expressions, and sponsorship requests addressed to international organizations and government missions.
- Coordinate participation in international conferences, trade fairs, global summits, and academic forums where the company or Management is to be represented.
- Maintain a structured database of all international contacts, correspondence threads, and follow-up timelines across countries and organizations.
C. Market Intelligence & Country-Specific Research
- Procure, compile, and synthesize industry market data, economic indicators, regulatory information, and sector-specific intelligence for targeted countries and geographies.
- Research and monitor global trends relevant to the company's business interests — including education, trade, policy developments, and investment climates in key markets.
- Prepare country briefs, competitive landscape reports, and market-entry analysis documents to support Management decision-making.
- Coordinate with external consultants, research agencies, and data vendors to source credible and current market information.
D. Sponsorship, Association & CSR Coordination
- Identify and evaluate opportunities for corporate sponsorships, institutional memberships, and strategic associations with universities, NGOs, and international bodies.
- Draft and submit sponsorship proposals and support the Management in negotiations with external organizations.
- Coordinate follow-through on signed MoUs, partnerships, and sponsorship agreements — ensuring obligations are tracked and fulfilled.
E. Strategic Projects & Special Assignments
- Provide research and operational support for special projects assigned by the Management, including new business initiatives, feasibility studies, and expansion planning.
- Coordinate cross-functional project teams and act as the Management's representative in internal working groups.
- Prepare briefing documents and talking points for the Management ahead of high-stakes meetings, investor interactions, or government engagements.
- Assist in the preparation of company profiles, investor decks, and executive bios for external use.
- Manage and coordinate the logistics of executive-level events, seminars, roadshows, and delegation visits hosted by the company.
- Track key deliverables, deadlines, and open action items; proactively follow up with internal stakeholders on behalf of Management.
- Manage expense reports, reimbursements, and petty cash related to the Management office.
REQUIRED QUALIFICATIONS & EXPERIENCE
- Bachelor's degree in Business Administration, International Business, Mass Communication, or a related discipline. A postgraduate degree or diploma in International Relations, Global Business, or MBA is preferred.
- Minimum 5–10 years of progressive experience as an Executive Assistant, Chief of Staff, or Executive Officer to senior leadership or board-level executives in a reputed organization.
- Demonstrated experience in managing external institutional communications — with universities, government bodies, international organizations, or embassies.
- Proven ability to research, compile, and present complex market and industry data in a structured and actionable format.
- Experience handling international travel logistics, visa processes, and protocol-sensitive engagements.
- Working knowledge of corporate governance, board functioning, and confidentiality requirements at the executive level.
SKILLS & COMPETENCIES
- Exceptional written and verbal communication skills in English; additional proficiency in Hindi or a foreign language is a strong advantage.
- Strong cross-cultural communication and interpersonal skills, with the ability to engage diplomatically across diverse nationalities and institutional hierarchies.
- High proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project management tools (e.g., Asana, Monday.com, Notion) and CRM platforms.
- Excellent organizational skills with the ability to manage multiple priorities simultaneously without loss of quality or attention to detail.
- Proactive, self-motivated, and able to anticipate the needs of the Management and act with minimal direction.
- Impeccable integrity, discretion, and professional composure — especially in handling sensitive information and high-stakes situations.
- Strong research and analytical skills; ability to synthesize complex information into clear executive communications.
- Comfortable working in a fast-paced, dynamic environment with evolving priorities and occasional extended hours.
PREFERRED ATTRIBUTES
- Prior exposure to international business development, foreign affairs, or diplomatic engagement.
- Experience working in a diversified group company, conglomerate, or holding company structure.
- Prior experience coordinating with foreign embassies or consulates for trade, education, or bilateral engagement purposes.
- Membership or network in professional bodies such as CII, FICCI, ASSOCHAM, or industry-specific associations.
BEHAVIOURAL COMPETENCIES
- Executive Presence – Represents the Management with confidence, poise, and professionalism in all internal and external interactions.
- Diplomatic Acuity – Skilled in navigating sensitive conversations and institutional protocols with tact and cultural sensitivity.
- Strategic Thinking – Understands the broader business context and contributes beyond task execution to meaningful outcomes.
- Dependability & Trust – Operates as a trusted confidant of the Management, maintaining the highest standards of loyalty and confidentiality.
- Result Orientation – Driven by outcomes, with a track record of delivering under pressure and within tight timelines.
- Continuous Learning – Keeps abreast of global developments, industry shifts, and institutional changes relevant to the company's interests.
Pay: Up to ₹600,000.00 per year
Work Location: In person
