Executive Assistant To SVP

Role : Executive Assistant (EA) to Senior VP

Function: Operations / Management Coordination / Proposals / Content

Reporting To: Senior Vice President / Management Team

Role Overview We are looking for a highly organized, proactive and dependable Executive Assistant (EA) to the Senior VP who will work closely with the Senior Vice President and Management Team and act as a central coordination point across multiple organizational functions.

The role is a combination of Executive Assistance, Operations Coordination, Content Development, RFP/Tender Preparation, Accounts Support and Management Coordination .

The ideal candidate should be someone who enjoys keeping track of multiple activities simultaneously, follows up relentlessly until closure, maintains accurate trackers and documentation, and can provide Management with a clear overview of the status of ongoing assignments at any point in time.

Key Responsibilities

1. Executive Assistance & Task Tracking

* Maintain comprehensive trackers for tasks allocated by the Senior VP and Management Team.

* Regularly follow up with concerned team members regarding pending tasks, deadlines and deliverables.

* Ensure timely closure of assignments and escalate delays or bottlenecks wherever required. * Maintain the Senior VP's calendar and coordinate meetings, calls, reviews and appointments.

* Prepare meeting agendas, notes, action points and follow-up trackers wherever required.

* Maintain an updated overview of important activities, priorities and deadlines across teams.

2. Team Coordination & Management Support

* Act as a coordination bridge between the Senior VP / Management Team and various functional teams.

* Remain continuously updated regarding major ongoing assignments, responsibilities, deadlines and pending matters of the team.

* Obtain periodic updates from team members and consolidate them for Management review.

* Facilitate cross-functional coordination wherever an assignment requires inputs from multiple departments.

* Ensure instructions issued by Management are appropriately communicated, tracked and followed through until completion.

3. Content Development & Documentation

* Assist in development and preparation of question banks, assessment content and supporting documentation.

* Prepare and maintain question bank blueprints, templates, trackers and related documents.

* Coordinate with subject matter experts and internal teams for obtaining and compiling required content. * Draft professional letters, emails, reports, notes, presentations and other official communication.

* Proofread and format official documents to ensure accuracy, consistency and professional presentation.

4. RFPs, Tenders & Proposal Management

* Identify, study and understand requirements of RFPs, tenders, EOIs and other business opportunities.

* Prepare technical proposals, supporting documents, annexures, declarations and submission documentation.

* Coordinate with various departments for obtaining financial, technical, HR, project and organizational information required for proposals.

* Maintain proposal and tender trackers containing deadlines, requirements, status and pending documents.

* Ensure proposals and tenders are complete, properly formatted and submitted within prescribed timelines.

* Assist Management with presentations and other documentation required for technical evaluations, meetings or bid presentations.

5. Accounts & Finance Coordination

* Provide operational support to the Accounts & Finance function.

* Assist with reconciliation of records, payments, invoices, receivables and related documentation.

* Follow up with clients regarding pending payments, confirmations, reconciliations and supporting documents.

* Coordinate internally with Accounts and Operations teams for resolution of discrepancies.

* Maintain relevant financial follow-up trackers and provide periodic status updates to Management.

6. General Management & Administrative Support

* Assist the Management Team in various day-to-day operational assignments and special projects.

* Handle routine official coordination and administrative errands as assigned.

* Support preparation of reports, presentations, MIS and Management review documents.

Required Skills & Competencies Mandatory

* Undertake miscellaneous organizational responsibilities depending upon operational requirements.

* Advanced proficiency in Microsoft Excel, including formulas, lookup functions, pivot tables, data organization and preparation of Management trackers.

* Excellent written and verbal communication skills in English and Hindi.

* Strong drafting and business communication abilities.

* Excellent follow-up, coordination and task-management skills.

* Ability to simultaneously manage multiple assignments and deadlines.

* High level of accuracy and attention to detail.

* Strong documentation and record-management skills.

* Good working knowledge of Microsoft Word, PowerPoint, Google Workspace and other productivity tools.

* Ability to work closely with senior Management and handle information with appropriate confidentiality and discretion.

Proactive approach with strong ownership towards completion of assigned tasks.

Preferred / Added Advantage

* Knowledge of Power BI.

* Prior experience in Operations Management / Project Coordination.

* Exposure to Accounts, Finance, Billing or Reconciliation.

* Previous experience in preparing RFPs, tenders, EOIs or business proposals.

* Experience in content development, assessment/question-bank preparation or education/skilling projects.

* Fluency in any regional Indian language in addition to Hindi and English.

Ideal Candidate Profile The ideal candidate would be someone who:

* Is naturally organized and comfortable maintaining multiple trackers.

* Is persistent with follow-ups and does not allow important tasks to remain unattended.

* Can independently obtain updates from different team members and provide Management with a consolidated picture.

* Has strong written communication and documentation capabilities.

* Is comfortable working across Operations, Content, Finance, Business Development and Management Coordination instead of being restricted to one functional area.

* Can prioritize urgent assignments and adapt quickly to changing Management requirements.

* Demonstrates maturity, confidentiality, accountability and a strong sense of ownership.

Educational Qualification: Any Experience Key Success Measures Preferred : Postgraduate in Management, Commerce, Finance, Business Administration, Operations or a related discipline. Candidates from other educational backgrounds with strong relevant experience may also be considered.

Preferred:5+ years of relevant experience in Executive Assistance, Operations Coordination, Project Management, Proposal/Tender Management, Accounts Coordination or similar roles.

Key Success Measures

Performance in this position will primarily be evaluated on:

* Timely completion and closure of Management-assigned tasks.

* Accuracy and effectiveness of trackers and MIS.

* Quality of follow-ups and team coordination.

* Accuracy and quality of documents, proposals and content prepared.

* Timeliness and completeness of RFP/tender submissions.

* Effectiveness of client and Accounts follow-ups.

* Ability to keep the Senior VP / Management Team continuously informed regarding important tasks, deadlines, delays and bottlenecks.