Executive Assistant

Gopani

The Executive Assistant will act as the VP s operational extension and execution anchor.

This role is not limited to traditional secretarial work. The EA will function as the VP s voice across the organization ensuring disciplined follow-ups, structured delegation, accountability tracking, coordination across teams, and smooth handling of both professional and select personal responsibilities.

The core objective: To ensure the VP focuses only on thinking, strategy, and decision-making while execution is driven through structured follow-up and coordination.

1. Key Responsibilities

A. Follow-Up Delegation Management (Primary Responsibility)

Maintain a structured delegation and follow-up system.
Track all tasks assigned by VP across departments.
Take clear time/date commitments from team members.
Follow up systematically until completion.
Escalate delays professionally when required.
Maintain daily task sheet and status tracker.

B. Calendar Communication Management

Manage VP s calendar, appointments, and meetings.
Screen calls and emails.
Draft official emails, letters, and responses.
Take over email coordination within 30 45 days of joining.
Ensure proper documentation of discussions and action points.

C. Interdepartmental Coordination

Act as VP s voice across Sales, Operations, Finance, HR, and other departments.
Ensure alignment between teams.
Remove bottlenecks through proactive follow-ups.
Support cross-functional execution of projects.

D. Research Documentation

Conduct structured internet research.
Prepare summaries and briefing notes.
Maintain organized digital and physical documentation.
Handle Excel reports and data analysis.

E. Administrative Personal Coordination

Handle selected personal coordination tasks of VP.
Coordinate travel, bookings, and appointments.
Manage vendor coordination where required.

2. Key Skill Requirements Mandatory (Non-Negotiable)

Exceptional follow-up discipline
High integrity and honesty
Strong task-tracking capability
Ability to get work done from senior employees respectfully
Strong written and spoken English

Technical Skills

Strong command over MS Office (especially Excel Word)
Comfortable with:

Pivot Tables
VLOOKUP / HLOOKUP
Sheet linking

Email drafting skills
Google search proficiency
Basic shorthand (preferred)

3. Experience Required

3 5 years experience as Executive Assistant / Secretary / Office Coordinator
Experience reporting to VP / Director / Senior Leadership preferred
Stable job history (no frequent job changes)

4. Educational Qualification

Graduate (Secretarial qualification preferred)

5. Personal Attributes

Honest and trustworthy
High ownership mindset
Emotionally stable and mature
Respectful but assertive
Disciplined and structured
Comfortable handling both professional and personal tasks
Preferably staying within 45 minutes commute radius

Living not more than 30-40 minutes away from office location

Job stability in previous companies, long tenure has to be served.

Female candidate only for now.

6. Performance Metrics (KPI Framework for HR)

Task closure ratio (% tasks completed within committed timeline)
Follow-up accuracy
Escalation quality
VP dependency reduction index
Email drafting quality
Organizational coordination efficiency

Disclaimer : This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.

Executive Assistant

Job Description

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