Executive Assistant

Roles and Responsibilities

Executive & Administrative Support

• Manage the MD's calendar: schedule and coordinate meetings, appointments, and travel.
• Organize correspondence: screen emails, calls, and mail; prioritize items for the MD's attention.
• Prepare documents: draft letters, memos, reports, presentations, and meeting agendas.
• Take minutes during meetings and ensure action items are followed up.
• Maintain confidential records and sensitive information securely.

B. Communication & Coordination

• Serve as the primary point of contact between the MD and internal/external stakeholders.
• Liaise with senior executives, department heads, and clients.
• Communicate on behalf of the MD when appropriate.
• Ensure effective information flow across departments.

C. Planning & Organization

• Coordinate projects, events, and meetingsensure logistics, materials, and participants are arranged.
• Track deadlines and deliverables for the MD and team.
• Assist with strategic planning and reporting (e.g., preparing business summaries or presentations).

D. Travel & Logistics Management

• Arrange domestic and international travel (flights, hotels, transport, itineraries).
• Handle visa and documentation requirements.
• Ensure smooth logistics for business trips and conferences.

E. Confidential & Personal Support

• Handle confidential and sensitive matters discreetly.
• Occasionally manage personal tasks (e.g., family scheduling, personal appointments, errands).
• Protect the MD's privacy and reputation at all times.

F. Office & Administrative Efficiency

• Oversee office operations for the MD's office (supplies, equipment, etc.).
• Coordinate with HR, Finance, and Admin departments for MD's requirements.
• Support budget preparation, expense reports, and reimbursements.

G. Communication Skills

• English
• Malayalam
• Hindi

Note: Candidate should be open to travel, Accommodation will be provided

Job Location: Mumbai.