Executive Assistant to Managing Director

• Managing the schedules and communications of key Company Executives.
• Prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements.
• Assist the Managing Director and to act as intermediary between MD and all employees in the organization.
• Responsible for providing comprehensive support to the MD, Board of Directors, and Executive Team in a timely manner.
• Requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
• Preferred candidates are those with experience as a Centre Manager or Admin Manager

Required Skills :

• Ability to multitask and prioritize tasks.
• Excellent time management skills.
• Well-developed organizational skills.
• Attention to detail.
• Great verbal and written communication skills.
• Professional discretion
• Flexible Timing

Responsibilities :

Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials.

Complete a broad variety of administrative tasks that facilitate the MD’s ability to effectively lead the organization, including: assisting with special projects; reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists etc.

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the MD, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect MD’s style and organization policy.

Work closely with the MD to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping them updated. Anticipate MD’s needs in advance of meetings, conferences, etc.

Maintain open communications with the team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.

Coordination: Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.

Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between MD and staff, demonstrating leadership to maintain credibility, trust, and support with the Leaders & Executive Teams. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the MD.

Work with the Leaders to coordinate the MD’s outreach activities. Follow up on contacts made by the MD to cultivate ongoing relationships.

Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.

Event Management: Provide event management support as requested. Provide hospitality to all guests and help to create a welcoming environment.

Invest in building long-lasting relationships both externally and internally.

Manage information flow in a timely and accurate manner.

Manage executives’ calendars and set up meetings & appointments.

Make travel and accommodation arrangements.

Act as an Office Manager by keeping up with office supply inventory

Information for internal and external communication Format – memos, emails, presentations, reports.

Prepare internal and external corporate documents for team members and industry partners

Uphold a strict level of confidentiality.

Other projects/duties as assigned by the MD for the overall benefit of the organization.

Reports as per requirement of MD

Age Limit : below 35

Should have Valid License & know Two & Four wheeler Driving

Job Type: Full-time

Pay: Up to ₹50,000.00 per month

Application Question(s):

• What is your Salary Expectation ?
• Do you have Notice Period ?
• Do you have valid License & know four & two wheeler driving ?
• Can you join immediately ?
• What is your age?

Education:

• Bachelor's (Preferred)

Experience:

• Total work: 10 years (Required)
• centre manager / branch manager: 3 years (Preferred)
• Executive assistant/Personal assistant: 5 years (Preferred)

Language:

• English (Preferred)
• Malayalam (Preferred)

Willingness to travel:

• 75% (Preferred)

Work Location: In person