Job Title

Company DescriptionXolopak 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 ManagementManage 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 ManagementPlan 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 & DocumentationSchedule 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 ManagementPlan 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 ManagementAct 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 SupportManage 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 ImprovementStreamline 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.