Executive Assistant To Sr. Vice President

Location: Vadodara, Gujarat

Experience: 8+ Years

Employment Type: Full Time

Rotex Group operates across four entities in four time zones: RAL and RMEPL in India, RCBV in the Netherlands, and RME in the UAE. The organization focuses on manufacturing and engineering sectors. The role supports the Office of the Sr. Vice President, ensuring seamless information flow and administrative closure across these international entities.

• Prepare and deliver the twice-daily briefing at 10:30 and 16:30 IST.
• Cover the calendar for the next 72 hours, mails awaiting a decision, and items ageing beyond seven days.
• Place promoter and board items first, followed by customer commitments with a date already given.
• Keep the summary to five points. Every point names an owner and the next step.

• Maintain a single running register of open items — date opened, item, single owner, next step, due date and date of last movement.
• Chase every item ageing beyond seven days directly with the owner, without waiting to be asked.
• Move closed items to the closed register with a one-line resolution and date. Nothing is deleted.

• Draft replies for review on mail that is genuinely unanswered, marking every assumption clearly for confirmation.
• Draft internal notes, announcements, letters and customer-facing mails in the Sr. Vice President's style — decision first, short sentences, no padding.
• Nothing is sent from this desk without written approval on that specific mail.

• Circulate minutes within 24 hours of every review, in the format decision — single owner — date.
• File the record where it belongs: SFDC, SharePoint or the relevant shared folder. A meeting without a filed record is treated as a meeting not held.
• Track the actions arising from each review into the pending action register.

• Own the calendar across IST, CET and GST. Batch weekly one-to-ones rather than scattering them.
• Protect blocks for reviews, promoter calls, month-end and travel.
• Decline meetings that arrive without an agenda and obtain the request in writing instead.

• Present route options with fares, timings and cancellation terms before booking, not after. Book on price first; prefer refundable fares where the itinerary is not settled.
• Arrange visas, invitation letters, forex, insurance, hotels and airport transfers, in line with the Rotex travel policy.
• Complete the travel file two weeks ahead of departure for long-haul travel.

• Compile and submit expense claims within five working days of trip closure, with receipts attached and the correct entity charged.
• Obtain pre-approval before commitment — it is a condition of payment, not a step completed afterwards.
• Run letterhead requests, courier, purchase requisitions and IT tickets through to closure.

• Compile review packs, presentations, policy drafts, organisation announcements and other documents as required.
• Maintain the filing of the office in the systems of record — no parallel personal files.
• Handle pricing, salary, contract and board material every week. Confidentiality is absolute and continues after the holder leaves the role.

• Written English
• Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• SharePoint
• Microsoft Teams
• Travel Management
• Expense Management
• Confidentiality

• Graduate in any discipline
• Secretarial practice qualification
• MBA

• 8+ Years in related field

• Minimum 8 years as Executive Assistant to a CXO, Business Head or promoter
• Written English strong enough to draft a customer-facing mail and a board note without correction
• Working knowledge of Outlook, Word, Excel, PowerPoint, SharePoint and Teams
• Accuracy with numbers, dates and names
• Discipline to work in a system of record rather than on side files
• Ability to follow up with senior colleagues without being asked twice
• Fluent in English and Hindi

• Ensure nothing asked of the desk is lost and nothing has to be asked twice.
• Ensure every commitment made by or to the Sr. Vice President is recorded, owned and closed.
• Deliver twice-daily briefings covering the next 72 hours, pending mails, and ageing items.
• Maintain a single running register of open items with clear ownership and next steps.
• Chase items ageing beyond seven days directly with the owner.
• Circulate meeting minutes within 24 hours in the specified format.
• Ensure all meetings have a filed record in SFDC, SharePoint, or shared folders.
• Present travel route options with fares and terms before booking.
• Compile and submit expense claims within five working days of trip closure.
• Maintain absolute confidentiality on pricing, salary, contract, and board material.