Executive Assistant to Managing Director

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 demands excellent coordination, confidentiality, communication, and multitasking abilities, with a strong focus on follow-ups, documentation, and time management to support senior leadership effectively.

Responsibilities

• Manage the Managing 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.
• Act as the primary point of contact between the Managing 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.
• 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.
• Assist in project tracking, follow-ups, and monitoring key deliverables.
• Support vendor coordination, approvals, and documentation.
• Handle travel arrangements, hotel bookings, and expense reimbursements for the Managing Director.
• Accompany the Managing Director for outstation travel, factory visits, client meetings, and official events as required.
• Maintain strict confidentiality of business information, decisions, and sensitive data.
• Represent the Director's office with professionalism and integrity at all times.

Qualifications

• MBA in any discipline.
• Additional certification in office administration or secretarial practice is an advantage.
• Strong communication skills — both written and verbal.
• Excellent organizational and time-management abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Ability to multitask and work effectively under pressure.
• High level of discretion, confidentiality, and professionalism.
• Strong follow-up and coordination skills.

Preferred Skills

• Experience supporting senior leadership such as Director, Managing Director, or CEO.
• Experience in travel coordination and managing field visits.

Experience

• Minimum of 4 years of experience as an Executive Assistant, Personal Assistant, or Office Coordinator.
• Proven experience supporting senior leadership preferred.
• Experience in travel coordination and field visits is an added advantage.

Personal Attributes

• Smart, proactive, and well-presented.
• Strong interpersonal and problem-solving skills.
• Ownership mindset with the ability to take initiative.
• Capable of managing high-pressure and time-sensitive tasks.
• Willingness to travel and manage dynamic schedules.

Environment

• Full-time, office-based role located in Mumbai.
• Extended working hours may be required based on business needs.
• Outstation travel with the Managing Director for factory visits and official events.