Executive Assistant

Job Synopsis -We are a rapidly scaling FMCG group poised to double our revenue next year with the launch of a brand-new, larger manufacturing plant. We are looking for a sharp, poised, and action-oriented Executive Assistant to serve as the vital anchor for the Managing Director’s office at Swargate Pune.

This role goes beyond traditional calendar management. You will act as the operational right hand, coordinating day-to-day office workflows, facilitating seamless cross-functional execution, managing stakeholder interactions, overseeing day-to-day office management, and accompanying the MD on business travel when required. If you thrive in a high-growth environment and want to work at the core of enterprise leadership, this is your opportunity.

Job Role & Core Responsibilities -Executive Calendar & Time Architecture: Own, prioritize, and fiercely protect the MD’s daily and weekly schedule, aligning time allocation with top strategic business priorities.

• Meeting Management & Documentation: Attend critical leadership meetings, capture accurate minutes of meeting (MoMs), and drive the dissemination of clear action items.
• Cross-Functional Coordination & Follow-ups: Maintain a close operational pulse across departments (production, procurement, ERP, quality, and sales) to ensure execution timelines are met.
• Travel & Office Management: Oversee day-to-day office administration, manage appointments, and facilitate seamless travel itineraries, occasionally accompanying the MD on business travel.
• Stakeholder & Vendor Liaison: Serve as a professional representative of the MD’s office when interacting with internal teams, external partners, and high-value vendors.
• Briefing & Preparation: Prepare comprehensive pre-read dossiers, agendas, and briefing notes ahead of key meetings and reviews.

Key Result Areas (KRAs) & Key Performance Indicators (KPIs)Executive Time & Schedule Management

• Schedule optimization rate achieving >95% alignment with core leadership priorities
• Zero scheduling conflicts or double-bookings for the MD's calendar
• Operational Tracking & Follow-up Execution
• 100% logging, tracking, and closure rate of action items originating from leadership meetings
• Turnaround time for cross-functional status updates maintained under 24 hours
• Meeting Preparedness & Documentation
• 100% of meeting briefs and agendas delivered ahead of schedule
• Timely circulation of MoMs and task ownership assignment within 2 hours post-meeting
• Travel & Office Administration Efficiency
• Zero friction or logistical errors in travel itineraries and arrangements
• Flawless execution of day-to-day office management and stakeholder requests

What We Are Looking For (Requirements)

Experience: Minimum 5 years of solid experience in an Executive Assistant, Chief of Staff, or senior administrative support role, ideally backing a business leader or C-suite executive.

• Mobility: Flexibility and readiness to undertake business travel as part of the executive support mandate.
• Communication: Exceptional verbal and written communication skills with a confident, polished, and professional demeanor.
• Organizational Mastery: Strong multi-threading capabilities with meticulous attention to detail and zero tolerance for missed follow-ups.
• Discretion & Attitude: Uncompromising confidentiality, absolute reliability, and a proactive "get things done" mindset.
• Tech Skills: Proficiency in MS Office / Google Workspace, advanced Excel, and familiarity with ERP systems.

How to Apply -Interested candidates can apply with their latest resume. Once profiles are shortlisted, candidates will be called for a telecon / video interview, during which further details of the position will be shared.