Executive Assistant

and Person Specifications

1. Job Details

Job Title Executive Assistant

Department Office of Dean Innovation, Startups & Collboration

Location MIT-WPU, Pune

Reporting to Dean Innovation

2. Job Profile

• The Executive Assistant provides executive support in a one-on-one working

relationship.

• The Executive Assistant serves as the primary point of contact for all internal and

external constituencies on all matters pertaining to the respective department /

Office.

• You shall also serve as a liaison to the senior management teams; organize and

coordinate executive outreach and external relations efforts; and oversee special

projects.

• The Executive Assistant will have the ability to work in a fast-paced environment

and must be able to work under pressure at times to handle a wide variety of

activities and confidential matters with discretion.

• Completes a broad variety of administrative tasks for the EP Office including

managing an extremely active calendar of appointments; completing strategic

reports; composing and preparing correspondence that is sometimes confidential;

arranging complex and detailed travel plans, itineraries, and agendas; and

compiling documents for special projects. Plans, coordinates, and ensures the

schedule is followed and respected.

• Communicates directly, and on behalf of the EP Office, on matters related to

various initiatives.

• Research, prioritizes and follows up on incoming issues and concerns addressed to

the EP Office, including those of a sensitive or confidential nature.

• Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the respective office and

internal departments; demonstrating leadership to maintain credibility, trust, and

support with senior management staff. Works closely and effectively with the

Leadership team to keep them well informed of upcoming commitments and

responsibilities and follow up.

• Provides leadership to build relationships crucial to the success of the organization

and manages a variety of special projects for the EP Office, some of which may

have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach,

including drafting acknowledgment letters, personal correspondence, and other

tasks that facilitate the EP Office to effectively lead the company.

• Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows

through on projects to successful completion, often with deadline pressures.

• Participates as an adjunct member of the Executive Team including assisting in

scheduling meetings and attending all meetings.

• Assists in coordinating the agenda of senior management team meetings and off-

sites, and all staff meetings.

• Facilitates cross-divisional coordination of travel and outreach plans.
• Should be open to adept and exercise any additional responsibilities that may be

assigned to him/her from time to time.

Skills and Abilities:

• Strong organizational skills that reflect the ability to perform and prioritize

multiple tasks seamlessly with excellent attention to detail.

• Very strong interpersonal skills and the ability to build relationships with

stakeholders, including staff, management members, and external partners.

• Excellent written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-

making capability.

• Emotional maturity
• Highly resourceful team player, with the ability to also be extremely effective

independently player.

• Proven ability to handle confidential information with discretion, be adaptable to

various competing demands, and demonstrate the highest level of

customer/client service and response.

• Demonstrated ability to achieve high-performance goals and meet deadlines in a

fast-paced environment.

• Forward-looking thinker, who actively seeks opportunities and proposes solutions.

3. Education Qualification

• Bachelor of Engineering with MBA from premier institutes only, 3 8 years
• Experience and interest in internal and external communications, partnership

development.

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe

Acrobat, and Social Media web platforms.