Executive Assistant To Managing Director

Job Description:

Position Summary
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide
comprehensive administrative and strategic support to the Managing Director. The ideal
candidate will serve as a trusted partner, ensuring seamless coordination of executive priorities,
stakeholder communications, and business operations while maintaining the highest level of
confidentiality and professionalism.

Key Responsibilities
1. Executive Support
 Manage and optimize the Managing Director's calendar, scheduling appointments,
meetings, and business engagements to ensure effective time management.
 Prepare meeting agendas, presentations, reports, and briefing materials for internal and
external stakeholders.
 Review, prioritize, and manage incoming communications, including emails, calls, and
correspondence.
 Act as a key point of contact and liaison between the Managing Director and internal as
well as external stakeholders.
2. Stakeholder Coordination & Communication
 Collaborate with cross-functional teams to ensure timely execution and follow-up of key
business initiatives.
 Draft and review professional emails, business correspondence, reports, and official
communications on behalf of the Managing Director.
 Build and maintain effective working relationships with clients, vendors, senior
leadership, and other business associates.
3. Travel & Logistics Management

 Coordinate domestic and international travel arrangements, including flights,
accommodation, transportation, and visas where required.
 Develop detailed travel itineraries and manage travel-related documentation.
 Monitor and reconcile travel expenses while ensuring compliance with company policies.
4. Meeting & Event Management
 Plan and coordinate board meetings, leadership reviews, strategic discussions, and other
executive-level engagements.
 Prepare and circulate meeting materials in advance.
 Record Minutes of Meetings (MOMs), track action points, and follow up with stakeholders
to ensure timely closure.
5. Data Management & Reporting
 Maintain accurate and confidential records, documents, management reports, and
dashboards.
 Compile, analyse, and present business-related information and key performance
indicators as required.
 Ensure timely preparation and submission of reports with high accuracy and attention to
detail.
6. Administrative & Project Support
 Manage day-to-day administrative activities efficiently and professionally.
 Maintain organized filing systems and documentation, both electronic and physical.
 Support strategic initiatives, special projects, and business assignments as directed by
the Managing Director.

Desired Skills & Competencies
 Exceptional verbal and written communication skills.
 Strong interpersonal and stakeholder management capabilities.
 Excellent organizational, planning, and time-management skills.
 Ability to prioritize multiple tasks in a fast-paced environment.
 High level of discretion, integrity, and confidentiality.
 Strong analytical and problem-solving abilities with keen attention to detail.
 Proficiency in Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook.
 Ability to work independently while demonstrating ownership and accountability.
Qualifications & Experience
Educational Qualification

 Bachelor's degree in Commerce, Business Administration, or a related discipline.
 MBA (Finance) or equivalent postgraduate qualification will be an added advantage.
Professional Experience
 3 to 8 years of experience as an Executive Assistant or in a comparable executive
support role.
 Prior experience supporting senior leadership, C-suite executives, or business heads is
highly preferred.
 Minimum 4 years of relevant executive support experience.

Language Proficiency
 Excellent command of spoken and written English.
 Strong business communication and correspondence writing skills.
Technical Proficiency
 Advanced working knowledge of Microsoft Excel, Outlook, Word, and PowerPoint.
 Experience in preparing executive presentations, reports, dashboards, and MIS
documentation.