Executive Assistant

Position/Role:

Location:

Working Days:

Overview:

The Executive Assistant will provide comprehensive support to the Managing Director by managing daily operations, ensuring smooth coordination of schedules, meetings, documentation, and communications. The role requires proactive task ownership, confidentiality, precision, and the ability to anticipate needs without supervision. The Executive Assistant will act as a central point of coordination between the MD and internal/external stakeholders, ensuring timely execution of tasks, seamless documentation management, and effective follow-ups. Flexibility, professionalism, and a no follow-up required work ethic are essential to excel in this role.

Key Responsibilities:

1. Assist the Managing Director (MD) in executing day-to-day operational and administrative responsibilities with accuracy, speed, and confidentiality.

2. Take full ownership of tasks delegated by the MD, ensuring timely, precise, and error-free completion.

3. Maintain a proactive approach by anticipating the MDs needs and offering support without waiting for instructions.

4. Coordinate and manage internal and external meetings, appointments, discussions, and events as directed by the MD.

5. Support the MD with calendar management, conference room scheduling, reminders, and planning of daily commitments.

6. Organize, update, and maintain important physical and digital records, documents, and confidential files for the MD.

7. Assist in preparing reports, presentations, briefs, and business documents by gathering and consolidating information from relevant sources.

8. Track progress of projects, tasks, and strategic initiatives assigned by the MD, and provide regular status updates.

9. Maintain clear documentation of deadlines, pending items, and priority tasks to ensure nothing is overlooked.

10. Execute any additional responsibilities assigned by the MD promptly and efficiently.

11. Remain flexible and adaptable to support ad-hoc requests, urgent tasks, and shifting priorities from the MD.

12. Uphold the highest standards of professionalism, communication, discretion, and decision-making at all times.

13. Ensure consistency, clarity, and accuracy in all documentation and communication managed for the MD.

14. Act as a liaison between the MD and internal departments to ensure smooth coordination and timely follow-ups.

15. Maintain a no follow-up required work ethic by ensuring all responsibilities entrusted by the MD are completed proactively without delays or reminders.

The roles and responsibilities listed above are not exhaustive and may be updated based on business requirements and organizational needs.

Required Skills:

• Strong verbal & written communication
• Excellent interpersonal & coordination skills
• Leadership potential and initiative
• Analytical and problem solving ability
• Strong time management and multitasking
• Decision making and critical thinking
• Proficiency in MS Office (Excel, Word, PowerPoint)
• High level of accuracy, attention to detail, and organizational discipline
• Ability to handle confidential information with utmost integrity
• Emotional intelligence, professionalism, and adaptability

Educational Qualification & Requirements:

• MBA (preferred) or Bachelors degree in Management / Business Administration / Commerce
• Competent with digital tools and technology
• Minimum typing speed of 25 words per minute
• Strong teamwork, accountability, and willingness to learn
• Ability to work effectively in a diverse environment and support multiple stakeholders