Executive Assistant To Managing Director

We are Hiring Executive Assistant to Managing Director

Location: Satellite, Ahmedabad

Educaiton: Any Graduate (Post Graduation Preferred)

Experience: Minimum 5 - 12 Years of Experience

Must Haves: Should have excellent comm. skills

Role Objective

The Executive Assistant will act as a trusted support partner to the Managing Director, ensuring seamless coordination of schedules, meetings, office operations, and cross-functional follow-ups. The role requires high ownership, discretion, and strong execution discipline.

Key Responsibilities

1. Executive & Calendar Management

• Manage MDs daily schedule, calendar, appointments, and meeting priorities
• Coordinate internal and external meetings with accurate scheduling and reminders
• Prepare agendas, record Minutes of Meeting (MoM), and ensure timely follow-ups

2. Coordination & Task Tracking

• Track departmental action items and deadlines discussed in leadership meetings
• Follow up with internal teams to ensure closure and accountability
• Maintain trackers for review meetings and ongoing commitments

3. Office Administration & Vendor Management

• Coordinate office lease, rent agreements, and related documentation
• Manage vendors (facility, housekeeping, IT, telecom, internet) and payment follow-ups
• Ensure smooth day-to-day office operations and professional office upkeep

4. Finance & MIS Support

• Handle petty cash management and expense tracking
• Coordinate salary processing and ensure timely disbursement
• Monitor basic sales data and prepare summaries for MDs review

5. HR & Attendance Coordination

• Track employee attendance and share periodic reports with MD
• Support HR coordination activities as required
• Assist in maintaining basic employee-related documentation

6. Guest & Stakeholder Management

• Manage guest visits and ensure a professional experience
• Act as a point of coordination between MD and key internal/external stakeholders

7. Personal Assistance (Limited & Structured)

• Support specific personal coordination requirements for MD, as assigned
• Handle sensitive tasks with confidentiality and maturity
  

Skills & Competencies

• Strong organizational and follow-up skills
• High attention to detail and ability to multitask
• Professional communication and stakeholder handling
• Discretion, reliability, and ownership mindset
• Comfortable working closely with senior leadership
  

Ideal Candidate Profile

• Prior experience as an Executive Assistant / Senior Secretary / Admin Executive
• Comfortable handling cross-functional coordination
• Strong MS Excel, email communication, and documentation skills
• Ability to work in a fast-paced, high-trust environment