Executive Assistant
newnovation · Mumbai · onsite · Posted 40d ago
About a minute. You'll make an account on the way through.
About this role
Role Purpose
This is not a traditional personal-assistant or secretarial role. The Executive & Commercial Assistant is expected to become a reliable extension of Senior Management in India: owning assigned matters, coordinating internal and external parties, handling commercial and office requirements, and bringing Management a clear bottom line rather than another problem to manage. The role supports the CEO/GM across business, office and reasonable executive/personal administration where required.
Operating Principle: Investigate → Understand the facts → Coordinate → Solve → Present the bottom line, options and recommended action → Close and document. Success is measured by management relief and closure, not by the number of emails, calls or meetings.
Key Responsibilities
1. Executive & Management Support
• Act as a trusted coordination point for the CEO, General Manager and designated Senior Management on India related matters.
• Prepare concise executive summaries, correspondence, reports, presentations, meeting notes and action trackers.
• Follow management decisions to closure and proactively remind/escalate only where necessary.
• Manage meetings, appointments, travel, documentation and reasonable executive/personal administrative requirements when requested.
2. Commercial & Business Coordination
• Support preparation, review and coordination of supplier, vendor, service-provider and customer agreements, quotations, proposals, NDAs and commercial correspondence.
• Obtain quotations, compare commercial terms, highlight risks/gaps and present a short recommendation to Management before approval.
• Coordinate signatures, renewals, supporting documents, approvals and handover to Finance/Operations for filing and execution.
• Support commercial follow-up with customers, suppliers, ERP/technology partners and other external stakeholders without making unauthorized commitments.
3. India Office, Landlord & Service-Provider Management
• Coordinate office, landlord, building management, utilities, maintenance, courier, banking/admin and other service-provider matters.
• Visit landlords, suppliers, customers, banks, government/service offices or other locations when physical follow-up is required.
• Resolve routine issues independently within approved authority and escalate material matters with facts, impact, options and recommendation.
• Maintain visibility of important office obligations, renewals, payments, deposits, notices and documentation.
4. Customer, Supplier & Internal Coordination
• Professionally represent Management in follow-ups with customers, suppliers, partners and internal departments.
• Coordinate across Finance, Sales, Operations, HR, Supply Chain, Software/Technical and Administration to close management actions.
• Track commitments, deadlines, pending documents and dependencies until final closure; do not treat sending an email as task completion.
• Maintain professional relationships while protecting TAGWAY's commercial position, confidentiality and approval controls.
5. Documentation, Control & Confidentiality
• Maintain organized, searchable and version-controlled records for agreements, corporate documents, management correspondence and important India-office matters.
• Handle confidential information including pricing, customer/supplier data, employee information, contracts, strategy and management matters with strict discretion.
• Ensure approvals and key decisions are documented and traceable before execution.
• Never share, sign, commit, approve pricing or bind TAGWAY unless specifically authorized.
Required Candidate Profile
• Minimum 7 years of relevant corporate experience, preferably as Executive Assistant, Executive Coordinator, Chief-of-Staff support, Commercial Coordinator, Senior Administration/Business Support or similar.
• Proven experience directly supporting a CEO, Managing Director, General Manager, CFO or other senior executive in a structured corporate environment.
• Demonstrated exposure to commercial documentation, vendors/service providers, office administration and cross-functional coordination - not calendar/travel support only.
• Excellent written and spoken English; strong professional drafting and concise executive communication skills.
• Strong judgment, maturity, discretion, persistence, organization and ability to work independently with limited supervision.
• Strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook) and comfort with digital task/documentmanagement systems.
• Willing and able to travel locally and perform on-field coordination when required.
• Stable employment history and evidence of long-term responsibility are strongly preferred.
Behavioral Expectations
• Ownership: takes responsibility for an assigned matter until it is closed or formally handed over.
• Solution orientation: escalates problems only after reasonable investigation, with facts, impact, options and a recommended action.
• Management relief: reduces follow-up, reminders and operational burden on senior leadership
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