Overview
Executive Assistant to Director & COO Jobs in Gurugram, Haryana, India at V-Guard
Title: Executive Assistant to Director & COO
Company: V-Guard
Location: Gurugram, Haryana, India
We are looking for a dynamic and seasoned Executive Assistant to support the Director & COO of V-Guard Industries Ltd. in a fast-paced, high-stakes environment. This position demands a proactive, detail-oriented, and highly confidential professional who can manage complex calendars, coordinate high-level meetings, handle strategic communications, and act as a reliable liaison with internal and external stakeholders.
Responsibilities
1. Executive Support & Strategic Coordination
– Manage the Director & COO’s schedule with utmost discretion and priority alignment across strategic, operational, and leadership agendas.
– Coordinate preparation of business presentations, meeting briefs, and strategic documents.
– Draft, edit, and manage high-level correspondence (emails, memos, reports).
– Handle confidential and sensitive information with integrity.
2. Calendar & Meeting Management
– Maintain and prioritize multiple calendars, organize internal/external meetings, track key follow-ups.
– Prepare agendas, take minutes, and ensure action item follow-through for all leadership meetings.
– Coordinate review cycles and board-related documentation where applicable.
3. Travel, Events & Logistics
– Plan and coordinate complex travel itineraries (domestic & international), including visa processing, hotel bookings, ground transport, forex, etc.
– Manage end-to-end event support for leadership off-sites, review meetings, and external engagements (FICCI, CII, etc.).
– Liaison with administrative teams to ensure seamless logistical support.
4. Communication & Liaison
– Serve as the primary point of contact for stakeholders seeking time or input from the Director & COO.
– Liaison with internal teams, leadership peers, and external bodies for business continuity and relationship management.
– Filter communications and highlight priority areas with sound business judgment.
5. Administrative Excellence
– Manage expense reports, reimbursements, vendor coordination, office records, and personal documentation for the Director.
– Coordinate with departments like Finance, HR, Strategy, and Admin for relevant support activities.
– Maintain up-to-date filing systems (physical and digital), trackers, and dashboards.
Qualifications
– Graduate/Postgraduate in Commerce/Business/Secretarial Practices.
– Diploma in Office Management, Secretarial Practice, or related certification preferred.
– 15-25 years of experience in Executive Assistant/Secretarial roles supporting CXOs or senior
leadership.
– Proven experience in managing senior leaders in high-growth organizations or corporates.
– Prior exposure to conglomerates or manufacturing/FMCG/FMCD sectors will be an advantage.
– Strong executive presence and professional communication (written and verbal).
– Exceptional organizational and multi-tasking skills.
– Ability to maintain discretion and handle high-level confidential material.
– Advanced skills in MS Office Suite (Word, Excel, PowerPoint, Outlook), familiarity with travel
portals, expense tools.
– Self-starter with a problem-solving mindset and capability to work under pressure.
