Executive Assistant to Managing Director

Company Overview

Company details are not specified.

Job Summary

The Executive Assistant (EA) to the Managing Director will provide high-level administrative, operational, travel, and strategic support to ensure the smooth functioning of the Director's office. This role requires excellent coordination, confidentiality, communication, and multitasking abilities, focusing on follow-ups, documentation, and effective time management.

Responsibilities

• Administrative & Office Management

  • Manage the Director's calendar, appointments, meetings, and travel schedules.
  • Coordinate internal and external meetings, prepare agendas, and ensure timely follow-ups.
  • Handle email communication, draft responses, and maintain professional correspondence.
  • Maintain confidential files, documents, and records in an organized manner.

• Communication & Coordination

  • Act as the primary point of contact between the Director and internal/external stakeholders.
  • Ensure timely communication of instructions, decisions, and approvals from the Director's office.
  • Coordinate with department heads for reports, updates, and action items.

• Documentation & Reporting

  • Prepare presentations, Management Information System (MIS) reports, minutes of meetings, and business summaries.
  • Track action points and ensure closure within defined timelines.
  • Draft letters, circulars, approvals, and official communication as required.

• Operational Support

  • Assist in project tracking, follow-ups, and monitoring key deliverables.
  • Support in vendor coordination, approvals, and documentation.
  • Handle travel arrangements, hotel bookings, and expense reimbursements for the Director.
  • Accompany the Director/MD for outstation travel, factory visits, client meetings, and official events as required.

• Confidentiality & Professionalism

  • Maintain strict confidentiality of business information, decisions, and sensitive data.
  • Represent the Director's office with professionalism and integrity at all times.

Qualifications

• Key Skills:

  • Strong communication skills — written & verbal.
  • Excellent organizational and time-management abilities.
  • Proficiency in MS Office (Excel, Word, PowerPoint).
  • Ability to multitask and work effectively under pressure.
  • High level of discretion, confidentiality, and professionalism.
  • Strong follow-up and coordination skills.

• Educational Qualifications:

  • Graduate/Post-Graduate in any discipline.
  • Additional certification in office administration or secretarial practice is an advantage.

Preferred Skills

• Not specifically mentioned, but additional qualities such as adaptability and technical proficiency can be advantageous.

Experience

• 3 – 7 years of experience as Executive Assistant, Personal Assistant, or Office Coordinator.
• Experience supporting senior leadership (Director/MD/CEO) preferred.
• Experience in travel coordination and field visits is an added advantage.

Environment

• Full-time, office-based role.
• Extended working hours may be required based on business needs.
• Outstation travel with the Director/MD for factory visits, reviews, and meetings is mandatory.

Salary

Salary details are not specified.

Growth Opportunities

Opportunities for career advancement are not specified.

Benefits

Details about offered benefits are not provided.