Xolopak India Ltd
Website:
xolopak.com
Job details:
Company Description
Xolopak India Ltd is a pioneering company in manufacturing sustainable consumable products for HORECA, Bakery and Home/Personal care industry in India. We operate in B2B and institutional business within this segment and have a pan India presence. Our products include single use wooden cutlery, ice-cream sticks and spoons, cake bases, speciality papers, luxury napkins etc. Our prestigious customers include some of the largest brands in the food and ice-cream industry.
Job Overview
We are seeking a highly organized, proactive and detail-oriented Executive Assistant to support the Managing Director and Leadership Team. The role requires exceptional coordination skills, discretion and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will act as a trusted partner, ensuring seamless executive operations and communication.
Key Responsibilities (KRAs):
1. Calendar & Schedule Management
- Manage and maintain complex calendars for the MD and leadership team
- Coordinate internal and external meetings across
- Prioritize appointments and ensure optimal time management
- Handle last-minute changes and schedule conflicts efficiently
2. Travel & Logistics Management
- Plan and coordinate domestic and international travel (flights, visas, accommodation, transport)
- Prepare detailed travel itineraries and briefing documents
- Manage travel budgets and ensure cost optimization
- Handle travel-related contingencies and on-ground coordination
3. Meeting Coordination & Documentation
- Schedule and organize leadership meetings, board meetings and reviews
- Attend meetings and prepare accurate Minutes of Meeting (MOM)
- Track action items and ensure timely follow-ups
- Prepare presentations, reports and briefing notes for meetings
4. Event & Engagement Management
- Plan and execute company events, annual day & offsites activities
- Coordinate with vendors for events, conferences and corporate gatherings
- Manage budgets, logistics and end-to-end execution of events
- Ensure high-quality experience and brand alignment
5. Stakeholder & Communication Management
- Act as a point of contact between MD, leadership team and internal/external stakeholders
- Draft professional emails, communications and announcements
- Maintain confidentiality and handle sensitive information with discretion
- Build strong working relationships across departments
6. Administrative & Operational Support
- Manage documentation, records and executive correspondence
- Support in preparing MIS reports, dashboards and data analysis
- Coordinate with cross-functional teams for business updates
- Assist in project tracking and execution support
7. Office Coordination & Process Improvement
- Streamline administrative processes and improve efficiency
- Liaise with vendors, travel agencies and service providers
- Ensure smooth day-to-day functioning of executive office
- Identify areas for automation and process enhancement
Required Skills & Competencies:
- Excellent organizational and multitasking abilities
- Strong communication (written & verbal) skills
- High level of professionalism and confidentiality
- Proficiency in MS Office (Excel, PowerPoint, Outlook)
- Strong problem-solving and decision-making skills
- Ability to work under pressure and meet tight deadlines
- Attention to detail and accuracy
Qualifications & Experience:
- Bachelor’s degree in Business Administration or related field
- 5–10 years of experience as an Executive Assistant to senior leadership/MD/CXO level
- Proven experience in managing international travel and high-level meetings
- Experience in event management and vendor coordination preferred
Key Attributes:
- Proactive and self-driven
- High emotional intelligence and interpersonal skills
- Strong sense of ownership and accountability
- Flexibility to work beyond standard hours when required
Working Conditions:
- Work Environment: Office setting.
- Hours: Full-time, standard business hours with occasional overtime as required.
Benefits:
- Competitive salary and performance-based incentives.
- Comprehensive health insurance.
- Professional development opportunities.
Xolopak India Limited is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees
Click on Apply to know more.