Executive Assistant

Job Description

The Executive Assistant to the Managing Director (MD) serves as a strategic enabler and right hand to the MD, ensuring seamless execution of both administrative and high-impact business functions. This role combines executive support with project management, requiring the individual to manage the MD’s schedule, communication, and coordination with internal and external stakeholders while also driving key initiatives and special projects directly under the MD’s supervision. The position demands a high degree of professionalism, confidentiality, organizational agility, and the ability to multitask effectively across departments. Acting as an extension of the MD, the Executive Assistant plays a critical role in aligning operational execution with strategic priorities and ensuring timely follow-through on critical action points. Calendar & Schedule Management : The Executive Assistant to the MD is responsible for organizing and managing the MD’s calendar to ensure efficient time utilization. This involves scheduling appointments, meetings, reviews, and travel plans in alignment with business priorities. The assistant must prioritize engagements, avoid scheduling conflicts, and be proactive in adjusting the calendar based on urgent business needs or unforeseen changes. Ensuring that the MD’s day is well-structured and manageable is a key responsibility, requiring foresight and coordination with internal and external stakeholders. Travel & Logistics Coordination: Managing the MD’s travel plans is a critical task, involving the end-to-end arrangement of Visa, flights, accommodations, local transport, and meeting itineraries. The Executive Assistant must ensure that travel is cost-effective, well-planned, and aligned with the MD’s preferences and schedule. Flexibility is essential, as travel plans may change at short notice. The EA is expected to resolve logistical challenges promptly, ensuring a seamless and stress-free travel experience for the MD. Communication Management: As the communication bridge between the MD and various stakeholders, the Executive Assistant handles all incoming emails, phone calls, messages, and requests. The EA must filter communications based on priority, respond to routine queries independently, and escalate critical issues to the MD promptly. This includes proactively monitoring the MD's inbox, drafting responses, and ensuring timely follow-up on action items. Maintaining clarity, professionalism, and discretion in communication, both verbal and written, is vital to this role, especially while dealing with senior leaders, clients, and external partners. Documentation & Reporting: The EA is responsible for drafting, reviewing, and managing all types of business documentation required by the MD, including presentations, reports, letters, executive summaries, and confidential files. The role involves proofreading and ensuring content quality, accuracy, and alignment with the MD’s expectations. The Executive Assistant must maintain a structured and accessible filing system and be prepared to compile reports or executive briefs at short notice, supporting data-driven decision-making. Meeting Coordination & Preparation: The Executive Assistant plays a central role in organizing internal and external meetings for the MD. Responsibilities include scheduling, sending invites, preparing detailed agendas, compiling relevant documents, and recording minutes. Post-meeting, the EA must track action items, follow up with responsible team members, and ensure timely closure. This involves sending follow-up emails, monitoring task completion, and providing regular updates to the MD. The aim is to ensure every meeting is productive, organized, and aligned with strategic business goals. Project Management (MD’s Projects): The Executive Assistant is directly responsible for managing and monitoring key projects and initiatives assigned by the MD. This includes project planning, creating timelines, defining deliverables, coordinating across departments, and ensuring milestone achievement. The EA will maintain dashboards, update the MD on project progress, and highlight any risks or delays. The assistant must ensure alignment of execution with strategic goals and act as the MD’s liaison to ensure timely communication and resolution of project-related challenges. Confidentiality & Discretion: Handling sensitive business and personal information with utmost confidentiality is a core aspect of the role. The Executive Assistant has access to strategic decisions, business plans, and confidential communications, requiring a high level of trustworthiness. The EA must safeguard all sensitive data, respect boundaries, and act with absolute discretion in all professional dealings, ensuring that the MD’s privacy and business interests are fully protected. Office Management & Administration: Ensuring the efficient day-to-day operation of the MD’s office is part of the EA’s responsibilities. This includes overseeing administrative tasks, managing office supplies, coordinating with internal support teams, and maintaining a clean, organized, and professional workspace. The EA must anticipate the MD’s needs, handle minor issues proactively, and ensure that the MD’s working environment is conducive to productivity and focus. Stakeholder & Vendor Liaison: The Executive Assistant serves as the MD’s representative in interactions with clients, key business stakeholders, service providers, and vendors. The role involves coordinating meetings, handling follow-ups, managing official correspondence, and ensuring timely service delivery. The EA is expected to build and maintain professional relationships, uphold the company’s image, and ensure that all interactions are handled efficiently and diplomatically. Minimum Qualifications Graduate in any discipline (preferably BBA/BA/Commerce); Post-graduation or certification in Business Administration, Executive Assistance, or Project Management will be an added advantage Experience Minimum 5 years of experience in a similar role supporting senior leadership or C-level executives, with hands-on involvement in managing high-priority projects and executive operations Show more Show less