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Job Purpose

To provide high-level administrative, organizational, and business support to the Managing Director, ensuring effective management of schedules, meetings, communication, travel, documentation, and confidential information.

Key Responsibilities

Manage the MD’s calendar, appointments, meetings, and daily schedule.

Coordinate internal and external meetings and ensure timely follow-ups.

Prepare meeting agendas, presentations, reports, MIS, minutes, and other business documents.

Handle emails, correspondence, calls, and communications on behalf of the MD.

Coordinate domestic and international travel arrangements, accommodation, itineraries, and logistics.

Act as a key point of contact between the MD and internal teams, clients, vendors, and other stakeholders.

Follow up with departments on tasks, decisions, and action items assigned by the MD.

Maintain confidential records, documents, and business information.

Assist the MD in preparing presentations and reviewing business data and reports.

Organize business meetings, conferences, events, and client interactions.

Maintain a systematic record of important documents, contacts, and commitments.

Support the MD in day-to-day administrative and business coordination.

Handle sensitive and confidential matters with discretion and professionalism.

Designation : Executive Assistant (Legal & Commercial Support)

Department : Commercial / Legal

Reporting to : Managing Director / Senior Management / Legal Head

Department Head : Senior Manager / Director

🌟 Role Summary

The Executive Assistant to the HOD provides high-level administrative, commercial, and legal coordination support to the Department Head. The role involves managing documentation, contracts, legal correspondence, compliance tracking, meeting coordination, and inter-departmental follow-ups. This position requires confidentiality, strong legal understanding, structured reporting, and proactive support to ensure smooth departmental functioning and compliance adherence.

🎓 Education & Skills

• Graduate / Postgraduate (Law, Commerce, Management preferred)

• 2–5 years of experience as Executive Assistant or Legal/Commercial Coordinator

• Basic to intermediate knowledge of contracts, legal documentation, and compliance

• Strong drafting skills (emails, notices, MOMs, agreements)

• Proficient in Excel, Word, PowerPoint, emails

• High discretion, attention to detail, and strong follow-up discipline

🔧 Key Responsibilities

🧩 Executive & Administrative Support

1. Manage calendar, meetings, and appointments for the HOD

2. Prepare agendas, Minutes of Meetings (MOM), and action trackers

3. Draft official emails, letters, and internal communications

4. Coordinate inter-departmental follow-ups on behalf of the HOD

5. Maintain confidentiality of sensitive management and legal information

⚖️ Legal & Compliance Coordination

1. Assist in drafting, reviewing, and maintaining contracts, agreements, and MOUs

2. Coordinate with external legal counsel for notices, replies, and case updates

3. Maintain tracker for legal cases, notices, agreements, and compliance deadlines

4. Ensure timely circulation and execution of approved legal documents

5. Support HOD in compliance-related documentation and audits

📁 Documentation & Records Management

1. Maintain structured digital and physical filing of legal and commercial documents

2. Track contract validity, renewals, amendments, and approvals

3. Ensure version control and accurate naming of documents

4. Maintain dashboards and trackers for management review

5. Assist in preparing reports and presentations for senior management

👥 Stakeholder & Coordination Support

1. Liaise with HR, Finance, Operations, and Commercial teams for data and approvals

2. Coordinate with clients, vendors, and consultants as instructed by HOD

3. Support in portal uploads, statutory submissions, or client documentation

4. Escalate delays, risks, or non-compliance issues to HOD promptly

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Job location - Mahape

Executive & Administrative Support

1. Manage calendar, meetings, and appointments for the HOD

2. Prepare agendas, Minutes of Meetings (MOM), and action trackers

3. Draft official emails, letters, and internal communications

4. Coordinate inter-departmental follow-ups on behalf of the HOD

5. Maintain confidentiality of sensitive management and legal information

⚖️ Legal & Compliance Coordination

1. Assist in drafting, reviewing, and maintaining contracts, agreements, and MOUs

2. Coordinate with external legal counsel for notices, replies, and case updates

3. Maintain tracker for legal cases, notices, agreements, and compliance deadlines

4. Ensure timely circulation and execution of approved legal documents

5. Support HOD in compliance-related documentation and audits

📁 Documentation & Records Management

1. Maintain structured digital and physical filing of legal and commercial documents

2. Track contract validity, renewals, amendments, and approvals

3. Ensure version control and accurate naming of documents

4. Maintain dashboards and trackers for management review

5. Assist in preparing reports and presentations for senior management

👥 Stakeholder & Coordination Support

1. Liaise with HR, Finance, Operations, and Commercial teams for data and approvals

2. Coordinate with clients, vendors, and consultants as instructed by HOD

3. Support in portal uploads, statutory submissions, or client documentation

4. Escalate delays, risks, or non-compliance issues to HOD promptly

Job Title: Personal Assistant to CXO

We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to support our CXO in day-to-day operations. The ideal candidate will manage schedules, communications, and follow-ups efficiently, ensuring seamless coordination across internal teams and external stakeholders. This role demands professionalism, discretion, and the ability to thrive in a fast-paced environment while managing multiple priorities.

Key Responsibilities

• Manage the CXO’s calendar, appointments, meetings, travel arrangements, and daily schedule with efficiency and accuracy.
• Track, document, and follow up on tasks assigned to the CXO to ensure timely execution and closure.
• Prepare meeting agendas, record detailed minutes, and coordinate action items with relevant internal teams.
• Draft, proofread, and organize professional communications, including emails, presentations, and reports.
• Act as a liaison between the CXO and internal departments as well as external stakeholders.
• Maintain confidentiality of sensitive information and ensure systematic documentation and record-keeping.
• Anticipate the CXO’s requirements, provide timely reminders, and prepare necessary materials in advance of meetings.

Requirements

• Bachelor’s degree in Business Administration, Management, or a related field.
• Minimum of 1 year of experience as a Personal Assistant or Executive Assistant, preferably in healthcare, technology, or start-up environments.
• Strong organizational, communication, and multitasking skills.
• High level of professionalism, discretion, and a proactive problem-solving mindset.
• Ability to adapt quickly to changing priorities in a dynamic, fast-paced work environment.

Benefits

• Flexible work schedule
• Health insurance
• Leave encashment
• Provident Fund (PF)