Executive Assistant

Job Description: Executive Assistant to the Chairman

I. Position Summary

The Executive Assistant (EA) provides comprehensive, high-level administrative, operational, and personal support to the Chairman. The role requires a highly proactive, discreet, and adaptable professional who can manage the complex demands of an internationally traveling executive with precision and foresight.

This position is based at the Air Cargo Complex in Mumbai and requires seamless management of both the operational and corporate offices, as well as attending to the Chairman’s personal work.

II. Key Responsibilities

A. Executive & Travel Management

Complex Global Calendar Management: Strategically manage an intense and flexible calendar across different time zones, proactively resolving conflicts and ensuring the Chairman is fully briefed for every engagement.

International Travel Logistics: Coordinate all aspects of extensive domestic and international travel (flights, visas, forex, accommodation, ground transport, meet & greet service and comprehensive itineraries) for the Chairman and occasionally for the family.

Event Representation: Prepare briefing materials, manage registration, and handle logistics for the Chairman's attendance at global cargo events, conferences, and industry summits and Government meetings.

Meeting Preparation & Follow-up: Prepare agendas, presentations, and supporting documents; attend high-level internal and external meetings (virtually or in-person) to take detailed minutes and track all action items to successful completion by the respective senior management teams.

B. Corporate Office & Communication Liaison

Office Management: Serve as the central point of contact, ensuring the smooth operations of the corporate headquarters (Maintenance, Housekeeping, Security, Auditorium, etc.).

Senior Management Coordination: Act as the gatekeeper and primary liaison between the Chairman and the Senior Management/Leadership Team and external stakeholders (clients, partners, government officials).

Correspondence & Communication: Manage the Chairman's email and correspondence, drafting professional, accurate, and timely responses on their behalf, and ensuring priority requests from the leadership team are addressed before the deadline.

Confidentiality & Discretion: Handle sensitive, confidential, and proprietary business information with the utmost discretion and integrity.

III. Required Skills & Attributes

Proactivity & Foresight Think ahead and anticipate the Chairman's needs (e.g., preparing documents before they are requested, flagging upcoming conflicts).

Adaptability & Availability Must be willing to handle and action duties beyond standard working hours (late evenings/weekends) to align with international time zones and urgent requests as and when required.

Composure Under Pressure Calm in adversity and quick on their feet; able to remain poised and make sound judgments in high-stress or rapidly changing situations ( urgent request).

Organizational Mastery Exceptional time management, organizational, and multitasking skills with meticulous attention to detail.

Communication Excellent written and verbal communication skills in English; ability to interact confidently and diplomatically with C-level executives and international partners.

IV. Qualifications & Skills

Bachelor's degree in any field.

Minimum of 5 years of experience supporting a CEO, MD or equivalent C-suite executive in a dynamic environment.

Proven experience in managing complex international travel and logistics.

Should be able to work independently, be self-reliant with minimal supervision.

Excellent organization, prioritization, and time management skills.

Advanced proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration tools. Proficiency in AI tools is an advantage.

Prior experience in the Air Cargo, Logistics, or Aviation industry is highly desirable

• It is a Full Time Back Office / Data Entry job for candidates with 6+ years of experience.