Acts as a strategic partner to senior leadership by streamlining administrative operations and facilitating effective communication across departments. Ensures the executive office functions with maximum efficiency through proactive calendar management, data organization, and stakeholder coordination within the automotive business framework.
Key Responsibilities
- Manage complex calendars, scheduling high-priority meetings, dealership visits, and OEM reviews while resolving scheduling conflicts proactively.
- Prepare comprehensive Monthly Business Review (MBR) presentations and MIS reports by collating data from Sales, Service, and Finance departments.
- Coordinate all domestic and international travel logistics, including flight bookings, local transport, and accommodation for the senior management team.
- Serve as the primary point of contact for internal teams and external stakeholders, ensuring professional handling of all inquiries and correspondence.
- Draft, edit, and proofread official communications, meeting agendas, and minutes of meetings (MoM) to ensure clear documentation of action items.
- Oversee the follow-up process for strategic initiatives, tracking project deadlines and ensuring department heads deliver on executive directives.
- Maintain a highly organized digital and physical filing system for confidential corporate documents and sensitive business information.
- Assist in organizing corporate events, town halls, and dealer-level incentive programs as required by management.
Requirements
- 3 to 5 years of proven experience as an Executive Assistant or Personal Assistant to senior management (CXO level).
- Exceptional command over written and spoken English, with the ability to draft professional business correspondence.
- Advanced proficiency in Microsoft Office Suite, particularly Excel (vlookup, pivot tables) and PowerPoint.
- Experience working in a fast-paced environment, preferably within the Indian automotive or retail sector.
- Proven ability to handle confidential information with the highest level of discretion and integrity.
- Strong time-management skills and the ability to work independently with minimal supervision.
Preferred
- Familiarity with automotive Dealer Management Systems (DMS) such as Autoline, SAP, or MS Navision.
- Previous experience in a multi-location dealership group or an OEM corporate office.
- Ability to communicate effectively in the local language of the region.
Skills
Technical
Advanced MS Excel, PowerPoint Presentation Design, Calendar Management Tools, Report Generation, Digital Filing Systems
Soft Skills
Stakeholder Management, Crisis Management, Interpersonal Communication, Attention to Detail, Multi-tasking
Qualifications
Education: Graduate in B.Com, BBA, or BA; MBA or Post-Graduate degree in Management is highly preferred.
Experience: 3-5 years in an executive support or office management role.
Certifications: Certification in Office Administration or Professional Secretarial Practice is an advantage.
Work Environment
This is a full-time, on-site position based at the corporate headquarters. Standard working hours follow a 6-day week (Monday to Saturday) in alignment with automotive industry norms.
Growth Opportunities
High-performing candidates can progress into roles such as Executive Office Manager, Operations Manager, or specialized departmental leadership roles within the company's expanding network.