Executive Assistant to Managing Director

Job title

Location

Reporting To: MD

Key Responsibilities

1.   Calendar, Communication & Coordination

• Manage and maintain the MD’s daily, weekly, and monthly calendar, scheduling meetings, teleconferences, and international calls across multiple time zones.
• Review and prioritize all incoming communication (emails, calls, correspondence), summarize key points, and prepare action items or responses as required.

2.   Meeting Planning & Review Management

·      Plan and organize internal meetings such as Strategic, HOD, and Sales

Review Meetings.

·      Prepare meeting agendas, consolidate required information, and share pre-

read materials with the MD.

3.   Documentation Management & Business Support

• Prepare, review, and organize key business documents such as agency agreements, trade contracts, and official correspondence with principals and customers across Printing, Packaging, and Industrial Products verticals.

4.   Workflow, Email & Information Management

• Maintain and update email templates for recurring communication (meeting invites, document requests, travel briefings, etc.).
• Ensure timely communication between MD and departments, acting as the link for decisions and information flow.

5.   Time Management & Daily Prioritization Discipline

·      Maintain a weekly summary of completed vs pending tasks to identify trends,

delays, and follow-up requirements.

6.   Social Media & Professional Representation

7.   Cross-Functional & Administrative Support

• Serve as a bridge between the MD’s office and all departments (Sales, CRM, Finance, SCM, HR, Admin) for coordination, data exchange, and progress.
• Ensure smooth coordination during visits from principals, clients, or management guests.

Qualification, Skills & Competencies

• Education:

  Graduate in Business Administration, Commerce, or related field.

• Experience:

  5–7 years of experience as an Executive Assistant or Senior Administrative professional supporting senior management, preferably in a trading or manufacturing organization.

• Languages:

  English (mandatory); Hindi or regional language preferred.
• Strong communication and interpersonal skills (verbal and written).
• Excellent organizational, multitasking, and prioritization skills.

• High integrity and discretion in handling confidential information.

• Strong analytical and business understanding.
• Proficiency in

  MS Office (Excel, PowerPoint, Word, Outlook)

  and CRM usage.
• Ability to draft professional correspondence and social media content.
• Proactive, disciplined, and resourceful approach with attention to detail.