Executive Assistant to Managing Director

Role Summary

The Executive Assistant to Managing Director is responsible for providing high-level administrative, operational, and strategic support to the MD. The role ensures seamless execution of daily business activities, efficient communication, calendar management, decision-making support, confidential documentation, and cross-functional coordination across all departments.

Key Responsibilities

1. Calendar & Schedule Management

• Organize and manage the MD’s schedule, meetings, travel, and daily agenda.
• Set priorities and avoid conflicts in appointments.
• Prepare daily and weekly briefings for MD reference.

2. Communication Handling

• Manage emails, phone calls, messages, and follow-ups on behalf of the MD.
• Act as a gatekeeper between internal teams and MD.
• Coordinate communication with stakeholders such as:
• Board of Directors
• Business Partners
• Clients & Vendors

3. Documentation & Reporting

• Draft, review, and maintain documents including:
• Business Letters
• MoMs (Minutes of Meetings)
• Project Reports
• Confidential Files
• Maintain a well-organized digital and physical filing system.

4. Strategic & Operational Support

• Assist MD in business planning, presentations, and data preparation.
• Prepare slides using:
• Microsoft PowerPoint**
• Google Slides**
• Provide data insights, summaries, trends using dashboards and Excel sheets.

5. Travel & Logistics Coordination

• Handle domestic/international travel booking:
• Flight tickets, hotels, itineraries, transport.
• Travel planning with best options, cost management, time efficiency.

6. Internal Coordination & Task Tracking

• Track ongoing tasks assigned by MD to teams and departments.
• Conduct status reviews, ensure timely submissions, escalate delays.
• Coordinate across:
• Sales Department
• Marketing Department
• Operations & Production
• Finance & Accounts
• HR Department

7. Confidentiality & Compliance

• Maintain 100% confidentiality in all conversations, files, and decisions.
• Handle contracts, papers, compliance documentation, NDAs carefully.

Skills Required

• Excellent organizational and multitasking ability.
• Strong written and verbal communication.
• High proficiency in:
• Microsoft Office**
• Google Workspace**
• MS Excel (Formulas, Pivot, Dashboard)
• Decision making, time management, problem solving.
• Ability to handle pressure and dynamic business needs.

Behavioral Requirements

• Loyal, proactive, and solution-driven mindset.
• Strong business understanding and fast learner.
• Calm, mature, polished, resourceful, trustworthy.