Executive Assistant to Managing Director

Job Title:

Executive Assistant to the Managing Director

Location:

Baner, Bhandarkar Road and Camp, Pune (Baner - 4 days , Bhandarkar Road - 1 day & Pune Station - 1 day)

Job Type:

Full-Time/Part-Time

Summary

The Executive Assistant will provide high-level administrative and secretarial support to the Managing Director at our company. The role requires managing both business and personal tasks such as managing calendars, organizing corporate and personal travel, managing communications, and handling all aspects of meetings and events. This position calls for a highly organized and flexible individual with outstanding follow-up capabilities, which are crucial to ensure the effectiveness and timeliness of communications and project management.

Responsibilities

Key Responsibilities

Ø Act as the point of contact among executives, employees, clients, and other external partners.Ø Manage information flow in a timely and accurate manner, ensuring excellent follow-up on all pending items and deadlines.Ø Manage the executive's calendars and set up meetings.- Arrange travel and accommodation both nationally and internationally.Ø Handle all family health insurance claims, appointments, and reconciliations of payments.- Prepare and manage Minutes of Meeting (MOM), Calendar, and MIS reportsØ Manage appointment scheduling, guest arrangements, and follow-up communications with a high degree of diligence and precision.Ø Draft letters and emails, ensuring follow-ups are handled with exceptional attention to detail.Ø Ensure confidentiality and secure handling of all business and personal information.Ø Oversee company policy adherence.- Coordinate all dealership visits, team handling, issue resolutions, vendor management, and support in dealership development.

Requirements

Ø Should have a minimum of 3-5 years of experience as an assistant or secretary to the Managing Director of a company.Ø

Exceptional follow-up skills are the most critical requirement for this role.

Ø Proficient in MS Office (particularly Excel and Word) and Google Tools (Sheets, Forms, Docs).Ø Excellent command over the English language.Ø Ability to take shorthand notes.Ø Knowledge of travel arrangements and hotel bookings.Ø A proactive approach to problem-solving with strong decision-making skills.Ø Professional level verbal and written communications skills.

Educational Qualification

Ø Should have graduated from a secretarial college or similar educational background.

Experience

Ø Proven experience in a secretarial or executive administrative role.

Benefits:-

PF, Gratuity, Bonus, Accidental policy, Laptop, SIM & phoneSkills: calendars,expense reporting,discretion with confidential information,editing,travel arrangements,meeting organization,excel,ms office proficiency,calendar management,document formatting,confidential information handling,deadline tracking,report drafting,meeting facilitation,client liaison,expense reports,professionalism,scheduling,agenda development,presentation skills,report preparation,presentation design,communication skills,ms office,phone etiquette,task monitoring,discretion,multitasking,travel coordination,confidentiality,presentation editing,stakeholder engagement,documentation,calendar planning,client-focused,prioritization,meeting coordination,communication,drafting,follow-up,appointment scheduling