Executive Assistant to MD

Executive Assistant to MD

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Pune I, India.
Contract type
Full time
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Job Title: Office Manager (Executive Assistant to MD)

Work Location: Pune

Relevant experience required (in years): 12+ yrs of relevant work experience as an executive assistant.

Required Skills & Competencies:

The Executive Assistant plays a critical role in providing comprehensive administrative and operational support. This position requires exceptional organizational skills, a high level of discretion, effective communication, and the ability to manage multiple tasks and priorities in a fast-paced environment.

The incumbent will play a pivotal role in ensuring the smooth functioning of the office and supporting the overall success of the organization's operations. The successful candidate will demonstrate a high level of professionalism, integrity, and a proactive approach to his/her responsibilities.

  • Bachelor's degree preferred.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Excellent verbal and written communication skills.
  • Exceptional organizational and time-management abilities.
  • Discretion and a professional demeanor when handling confidential information.
  • Ability to multitask and prioritize tasks effectively.
  • Strong attention to detail and problem-solving skills.
  • Adaptability and flexibility to manage changing priorities and tasks.
  • Experience in project coordination and event planning is a plus.

Role & Responsibilities:

Administrative Support:

  • Manage the calendar, scheduling appointments, meetings, and conferences.
  • Prepare and organize materials for meetings, presentations, and reports.
  • Screen and prioritize incoming e-mails, phone calls, and correspondence.
  • Maintain and update important documents, records, and databases.
  • Identify issues and challenges that require attention and bring them to notice.
  • Propose solutions and take the initiative to address minor issues independently.


  • Serve as a liaison between internal and external stakeholders.
  • Coordinate and facilitate communication between different departments and teams.
  • Respond to inquiries and requests.
  • Communicate effectively and professionally in person, via phone, and through written correspondence.

Travel and Logistics:

  • Make travel arrangements including flights, accommodations, and transportation.
  • Prepare travel itineraries and ensure all necessary arrangements are in place.
  • Manage expense reports and reimbursements related to travel and other business expenses.

Confidentiality and Discretion:

  • Handle sensitive and confidential information with the utmost discretion and professionalism.
  • Maintain a high level of confidentiality in all interactions and communications.

Time Management:

  • Prioritize tasks and manage the stakeholders' time efficiently to optimize productivity.
  • Anticipate and proactively address scheduling conflicts and time-sensitive matters.

About the Company: Vanderlande

Website: www.vanderlande.com

Vanderlande is a market-leading, global partner for future-proof logistic process automation in the warehousing, airports and parcel sectors. Its extensive portfolio of integrated solutions – innovative systems, intelligent software and life-cycle services – results in the realization of fast, reliable and efficient automation technology.

Established in 1949, Vanderlande has more than 9,000 employees, all committed to moving its Customers’ businesses forward at diverse locations on every continent. It has established a global reputation over the past seven decades as a highly reliable partner for future-proof logistic process automation.

Vanderlande was acquired in 2017 by Toyota Industries Corporation, which will help it to continue its sustainable profitable growth. The two companies have a strong strategic match, and the synergies include cross-selling, product innovations, and research and development.

Why should you join Vanderlande India Global Capability Center (GCC)

  • We are certified as Great Place to Work by the prestigious Great Place to Work Institute.
  • Flexible and Hybrid Workplace.
  • Vanderlande Academy and training facilities to boost your skills.
  • Mediclaim benefit including parental coverage.
  • On-site company health centers with a gym, employee wellbeing sessions, in house doctor support.
  • A variety in Vanderlande Network communities and initiatives.
  • Opportunity to collaborate globally.

Being you @Vanderlande (Diversity statement)

Vanderlande is an equal opportunity employer. Qualified applicants will be considered without regards to race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.