Executive Assistant to Managing Director

Job Overview

We seek a highly organized and proactive Executive Assistant to support the Managing Director with comprehensive administrative and executive duties. This role involves managing the MD’s calendar, coordinating meetings, preparing essential reports and presentations, tracking tasks, handling confidential information, and facilitating communication across departments.

Key Responsibilities

• Organize and manage the Managing Director's daily calendar, including meetings, appointments, and schedules.
• Coordinate both internal and external meetings, ensuring timely communication with all involved parties.
• Prepare meeting agendas, presentations, reports, minutes of meetings (MoMs), and other official documents.
• Maintain a task tracker for assignments from the Managing Director and follow up with relevant departments until completion.
• Provide regular daily or weekly updates to the MD on pending tasks, deadlines, and critical issues.
• Liaise with department heads and staff on behalf of the Managing Director.
• Professionally manage emails, correspondence, telephone calls, and other communications.
• Prioritize urgent matters that require the Managing Director’s attention.
• Arrange business travel plans, accommodations, meetings, and prepare travel itineraries as needed.
• Safeguard confidential company, employee, financial, and management information.
• Assist the MD in tracking departmental performance, compiling management information system (MIS) reports, and analyzing data.
• Collect data across departments to prepare consolidated reports.
• Ensure commitments made during management meetings are tracked and fulfilled on time.
• Keep accurate records of vital documents, approvals, agreements, and correspondence.
• Receive and assist visitors, vendors, clients, and other important stakeholders when required.
• Support the Managing Director in daily administrative and coordination tasks.

Qualifications and Skills

• Graduate or postgraduate degree in Business Administration, Management, Commerce or a related discipline.
• 2 to 5 years of experience in executive assistance, personal assistance, or management coordination roles.
• Previous direct experience supporting senior management such as MD, CEO, or Director is preferred.
• Excellent verbal and written communication skills.
• Strong organizational and time-management capabilities.
• Proficient in MS Excel, Word, PowerPoint, Google Sheets, and Google Workspace.
• Good understanding of MIS reporting and documentation.
• Ability to compose professional emails, reports, and presentations.
• Demonstrated attention to detail and ability to juggle multiple priorities efficiently.
• Professional demeanor with strong interpersonal skills.
• Responsible handling of sensitive and confidential information.
• Strong abilities in problem-solving and providing decision-support.

Preferred Attributes

The ideal applicant is proactive, disciplined, detail-conscious, confident, and excels at follow-up. They can work collaboratively with senior management, coordinate across various departments, and ensure management decisions and delegated tasks are completed within set deadlines.

Compensation

Monthly remuneration ranges from INR 25,000 to INR 40,000.