Introduction for position

Provide end‑to‑end executive support that creates leverage for the Director across time, information, and stakeholder alignment. The EA will orchestrate schedules, communications, and light project coordination to advance leadership goals defined in your operating approaches (e.g., goal‑oriented leadership and VISTAR).

The role requires strong organizational capability, cultural sensitivity, discretion, and proactive stakeholder management. The EA acts as a trusted partner to the Director, enabling effective decision-making, seamless communication, and efficient execution of priorities.

Your tasks

Top Outcome:

• Time & cadence: Director’s week is 70–80% “high‑value” time; meetings are outcome‑driven with crisp pre‑reads and minutes in your style.
• Leadership communication: Consistent, high‑quality updates/briefs to German/European leadership and local Pune stakeholders; decks reflect the IN-WIT director’s frameworks and tone.
• Follow‑through: Action trackers for cross‑hub initiatives (e.g., BS/IS/EB touchpoints); nudges keep owners accountable without you needing to chase.
• Provide end-to-end executive support while exercising confidentiality and diplomacy
• Act as a gatekeeper and primary point of contact for the Director’s office
• Ensure smooth coordination between global and local stakeholders, aligning with European (German) working culture and expectations
• Support business operations, leadership communication, and selected strategic initiatives

Your profile

Responsibilities:

Executive calendar & rhythm management

• Manage the Director’s calendar, schedules, travel, accommodation, and expense reimbursements across time zones; own complex scheduling across time zones (India/Europe/US); enforce meeting hygiene: objectives, pre‑reads 24h prior, notes and actions within 24h.
• Coordinate internal and external meetings, leadership forums, reviews, and workshops (virtual, hybrid, and in-person)
• Prepare agendas, presentations, reports, meeting minutes, and follow-up action trackers. Track key action items, ensure timely follow-ups, and support execution of business priorities

Shape your weekly/quarterly leadership rhythm (1:1s, ELT/portfolio reviews, skip‑levels, QBR prep/recap) and create “no‑meeting focus blocks” for deep work.

Communication & briefing

• Draft and refine leadership emails, newsletters, memos, and speaking notes in business‑level English with global cultural sensitivity.
• Build concise briefing packs: context, decision needed, options, risks, and recommended messaging; maintain a running “stakeholder cheat sheet.”
• Prepare and polish decks aligned to VISTAR and the director’s goal‑oriented leadership narrative.

Meeting excellence (before-during-after)

• Before: assemble agendas, confirm decision owners, and circulate pre‑reads.
• During: capture minutes with clear actions, owners, dates.
• After: log actions, send summaries, and nudge owners; escalate risks early.
• Apply a lightweight “quality gate” mindset from your project’s material.

Stakeholder and pipeline coordination

• Coordinate across Pune and German counterparts (e.g., IS Infra, BS, EB, HR Ops, Finance).
• Track hiring/interview loops and onboarding tasks in partnership with HR Ops

• Act as a liaison between the Director and internal teams, global counterparts, customers, and service providers
• Support small projects, leadership initiatives, and cross-functional coordination
• Build strong working relationships with German and global leadership teams & EA’s
• Maintain strict confidentiality and ensure compliance with company policies and governance standards

Travel & event support

• Plan multi‑city itineraries with prep briefs, logistics, and cost/visa considerations; convert trips into high‑yield stakeholder sequences (site agendas + debrief templates).

Information management & light PMO

Maintain action/decision logs, issue lists, and dashboards for your priorities; curate a clean document spine (OneDrive/SharePoint) for decks, briefs, and templates tied to VISTAR.

Your benefits

Skills:

Must-have

• Excellent written and verbal English; crisp, structured writing; comfortable drafting emails, newsletters and briefs on the director’s behalf. Strong German and global cultural awareness.
• Organization & follow‑through: Ruthless prioritization, multitasking, and proactive nudging to closure.
• Stakeholder savvy: Calm, diplomatic, and discreet with senior leaders across hubs (Europe/India); confident yet low‑ego.
• Tools: Strong Microsoft 365 (Outlook, Teams, OneNote, Excel, PowerPoint) and meeting transcription/summary workflows. (PowerPoint fluency emphasized in your material.)
• Ability to work independently with minimal supervision; strong self-management skills.
• Conceptional and analytical thinking.

Nicht-to-have

• Exposure to IT/global corporate settings; experience supporting European leaders.
• Light PMO or chief‑of‑staff style coordination; familiarity with your goal‑oriented leadership.

Knowledge, Experience & Qualifications

• Bachelor’s degree in business administration or a related field
• 3–6 years of experience as an Executive Assistant or similar role supporting senior leadership
• Experience in an IT or global corporate environment preferred
• Exposure to working with international leaders, especially European stakeholders, is a strong advantage

Reporting To

• Director