Executive Assistant

Mendu Group of Companies

Position Title:

Department:

Role Overview

The Executive Assistant (EA–MD) will provide high-level administrative, operational, and strategic support to the Managing Director. This role demands strong communication, coordination, confidentiality, and organization skills, while working closely with internal leaders, external partners, and cross-functional teams across the group companies.

The EA acts as the right hand to the MD—ensuring smooth workflow, maintaining priorities, managing schedules, and enabling timely decision-making.

Key Responsibilities

1. Executive Support & Administration

• Manage the MD’s calendar, appointments, meetings, and travel plans (domestic & international).
  
• Handle daily correspondence, emails, follow-ups, and reminders.
  
• Prepare meeting agendas, minutes, summaries, and action trackers.
  
• Maintain strong confidentiality of business and personal information.
  
• Coordinate with internal teams for documents, presentations, and reports needed by the MD.
  

2. Communication & Coordination

• Act as a primary point of contact between MD and internal departments.
  
• Draft professional emails, letters, memos, and communication notes on behalf of the MD.
  
• Coordinate with external clients, partners, vendors, and government officials when required.
  
• Ensure timely follow-up of MD’s instructions across all departments and track closure.
  

3. Business & Project Support

• Assist MD in reviewing operational reports, dashboards, and performance updates.
  
• Coordinate with departments (Operations, HR, Finance, Projects, Billing, FYL, Solar, Infra) to collect weekly/ monthly updates.
  
• Track critical projects, deadlines, and strategic initiatives.
  
• Support in contract preparation, document verification, and project review meetings.
  

4. Meeting Management

• Schedule, organize, and support meetings—Board, leadership, department reviews, vendor meetings, etc.
  
• Prepare presentation decks, briefing notes, and documentation required for discussions.
  
• Record key decisions and ensure timely follow-up and implementation tracking.
  

5. Travel & Logistics Coordination

• Organize travel itineraries, accommodation, transport, and business trip schedules.
  
• Prepare travel expense statements, reimbursement reports, and approvals.
  

6. Documentation & Record Keeping

• Maintain and organize MD’s digital and physical files, confidential records, and database.
  
• Prepare MIS reports, executive summaries, and performance trackers as required.
  
• Ensure accurate filing of business agreements, approvals, and statutory documents.
  

7. Office & Task Management

• Serve as the central coordination point for all tasks assigned by the MD.
  
• Prioritize activities based on urgency and importance.
  
• Ensure tasks from leadership and other departments are directed to the right team and completed as per timelines.
  
• Maintain a daily action report for tasks reviewed with the MD.
  

8. Confidentiality & Professional Conduct

• Maintain high ethical standards, integrity, and discretion in handling sensitive matters.
  
• Represent the MD’s office with professionalism—verbal and written.
  

Key Skills & Competencies

Technical Skills

• Proficiency in MS Office (Word, Excel, PowerPoint).
  
• Strong report writing and email drafting skills.
  
• Knowledge of business operations, MIS, and project coordination.
  

Soft Skills

• Excellent communication (written & verbal).
  
• High level of professionalism and grooming.
  
• Strong organizational & time management abilities.
  
• Ability to multitask and work under pressure.
  
• Problem-solving mindset and proactive attitude.
  
• High confidentiality & trustworthiness.
  

Qualification & Experience

• Graduate/Postgraduate (MBA preferred).
  
• 4–10 years of experience as Executive Assistant / Personal Assistant / Office Administrator supporting CXOs or senior leadership.
  
• Experience in Telecom / Infrastructure / EPC / Construction industries is an added advantage.