Executive Assistant

Company: HYT

Department: Design & Engineering

Position Title: Executive Assistant

Reports To: Vice President Designs

Location: PUNE HQ

Employment Type: Full-time

Position Summary

The Executive Assistant provides high-level administrative, coordination, and operational support to the Vice President (Designs). The role acts as the primary point of contact between the VP and internal design/engineering teams, Marketing, Business Development, Production, Purchase and Site support teams and vendors. The ideal candidate is highly organized, discreet with confidential information, comfortable in a technical engineering environment, and able to manage a demanding schedule while keeping projects and correspondence moving.

Key Responsibilities

Executive & Administrative Support

• Manage the VP's calendar, schedule meetings, and prioritize appointments and deadlines.
• Screen, prioritize, and route emails, and correspondence; draft responses on the VP's behalf.
• Prepare, format, and proofread letters, memos, reports, presentations, and technical documentation.
• Organize and maintain physical and digital files, ensuring version control and easy retrieval of design records and documents.
• Co-ordinate & push up internal design team, Marketing, Business Development, Production, Purchase and Site support teams for development priorities.

Meeting & Communication Coordination

• Coordinate design reviews, project meetings, and management review meetings — including agenda preparation, circulation of materials, and minute-taking.
• Track and follow up on action items across design Marketing, Business Development, Production, Purchase and Site support teams to ensure timely closure.

Project & Documentation Support

• Assist in tracking new product development (NPD) projects, timelines, and milestones.
• Assist in tracking new product development products by timely collection of working feedbacks.
• Compile data and prepare status reports, dashboards, and progress summaries for review.
• Help maintain documentation aligned with applicable national and international product standards.
• Coordinate with the design team to collect drawings, specifications, and technical inputs as required by the VP.

Travel & Event Coordination

• Arrange domestic and international travel, accommodation, visas, and itineraries.
• Prepare and process travel expense reports and reimbursements.
• Coordinate logistics for site visits, exhibitions, customer visits, and internal events.

Office & Confidentiality Management

• Handle sensitive and proprietary information with complete confidentiality and professionalism.
• Manage procurement of office supplies and coordinate with relevant departments on administrative matters.
• Anticipate the VP's needs and proactively resolve routine issues before they escalate.

Qualifications & Experience

• Bachelor’s degree in business administration / engineering, or a related field (a technical background is an advantage).
• 3–7 years of experience as an Executive Assistant or in a senior administrative role, preferably supporting a senior leader in a manufacturing, engineering, or industrial organization.
• Proven experience coordinating across technical teams is strongly preferred.

Skills & Competencies

• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities; able to prioritize and multitask under pressure.
• High proficiency in MS Office (Word, Excel, PowerPoint, Outlook); familiarity with document/project management tools.
• Attention to detail and accuracy, especially with technical documents and reports.
• Discretion, integrity, and sound judgment in handling confidential matters.
• Professional interpersonal skills and the ability to interact confidently with senior stakeholders, customers, and suppliers.
• Proactive, self-driven, and able to work independently with minimal supervision.
• Comfort operating in a technical/engineering environment (basic familiarity with engineering terminology is a plus).

Key Performance Indicators

• Timeliness and accuracy of scheduling, correspondence, and report preparation.
• Effective follow-up and closure rate on action items.
• Quality and professionalism of documentation and communication.
• Efficiency of travel and meeting coordination.