Executive Assistant To Managing Director

Position Title:

Academic Qualification:

Relevant Experience Range:

Skills:

Salary:

Role Description:

The Executive Assistant to the Managing Director provides high-level administrative support to the Director by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The ideal candidate will have excellent organizational skills, be proactive, and possess the ability to handle sensitive and confidential information with discretion.

Key Responsibilities

Administrative Support:

• Acts as a bridge between Management & HODs.
  • Manage and maintain the Directors schedule, including organizing appointments, meetings, and travel arrangements. • To prepare meeting calendar of all departments which includes Manufacturing, Sales, Finance, Commercial, Material departments etc. • To prepare, compile and submit reports, as per requirement, time to time to Management. • Maintain records. • Maintain confidentiality. • Support to HODs. • Screen and direct phone calls and distribute correspondence. • Prepare and edit correspondence, communications, presentations, and other documents. • Conduct research, compile data, and prepare papers for consideration and presentation by the Director.

Stakeholders Management:

• Facilitate communication between the executive and internal/external stakeholders.
  • Co-ordination and follow-up for status update of tasks with various departments, and other units, as per requirement, time to time. • Manage and prioritize incoming inquiries, requests, and correspondence. • Represent the executive in meetings when required and relay key information. • Build and maintain strong relationships with stakeholders to support business objectives.

Meeting Coordination:

• To conduct meetings smoothly with all departments, both virtual and physical meetings.
  • Plan, coordinate, and ensure the Director’s schedule is followed and respected. • Organize and manage logistics for board meetings, executive team meetings, and other key events. • Prepare agendas, meeting materials, and take minutes during meetings. • To prepare minutes of meetings (MOM) and circulate to all the concerned members.

Communication Management:

• Serve as the primary point of contact between the Director and internal/external stakeholders.
  • Manage information flow in a timely and accurate manner. • Draft and proofread emails, reports, and other correspondence on behalf of the Director.

Project Management:

• Assist the Director in managing projects, ensuring deadlines are met, and project goals are achieved.
  • Monitor progress on projects and provide updates to the Director as needed. • Coordinate with different departments to gather information and facilitate communication. • To check the status of any new application or system for it’s usage and report. • Identify process improvements, suggest practical solutions, and support management initiatives for operational efficiency.

Special Assignments:

• Perform special projects as assigned by the Director.
  • Conduct research and prepare special reports as needed. • Manage ad hoc requests and projects with a high degree of efficiency and professionalism. • Any other works will be assigned as per requirement (Continuous process).

Skills Required:

• Exceptional organizational and time-management skills.
  • Excellent written and verbal communication skills. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners. • Ability to multitask and prioritize tasks with a high level of attention to detail. • Proactive and self-motivated. • Discreet and able to handle confidential information. • Professional demeanor and appearance. • Flexibility and adaptability in response to changing circumstances and priorities.