Executive Assistant to MD

We are seeking an exceptionally qualified and highly experienced Executive Assistant (EA) to provide dedicated, comprehensive support to our Managing Director. This critical role requires discretion, strategic thinking, and the ability to manage complex schedules and high-stakes projects.

Location : Vadodara, Gujarat

Qualifications & Experience (Strict Requirements)

Due to the sensitive and strategic nature of this position, we have strict and non-negotiable requirements for candidates:

• Education: An MBA degree is mandatory, and it must be obtained from a recognized IIM or a globally recognized Top Business School.
• Experience: A minimum of 8+ years of proven, direct experience working as an Executive Assistant (EA) to a Managing Director (MD), Director, or C-level Executive within a reputable organization.

Key Responsibilities

The EA to the MD will serve as a strategic partner, managing the operational workflow and acting as the primary representative for the MD's office.

Strategic Support & Follow-up

• Strategic Execution: Carry out assignments and initiatives on behalf of the MD, including managing operations and communications in the MD's absence, as instructed.
• Project Monitoring: Follow up rigorously on tasks, deliverables, and assignments with all Heads of Departments (HODs) and team leads to ensure timely completion and accountability.
• Factory Visits: Accompany the MD on visits to all company factories and sites, assisting with documentation, meeting support, and on-site coordination.

Administrative & Travel Management

• Calendar & Schedule: Provide comprehensive administrative support, including expertly managing complex calendars, scheduling, and prioritizing meetings, both internal and external.
• Documentation: Prepare, proofread, and edit confidential correspondence, high-level reports, board presentations, and other critical documents with extreme accuracy.
• Travel & Logistics: Organize and coordinate domestic and international travel end-to-end, including transportation, premium accommodations, detailed itineraries, and meeting logistics.
• Expense Management: Track, reconcile, and submit expenses for approval, ensuring strict compliance with company policies and providing financial summaries to the Director as needed.

Meeting Coordination & Project Oversight

• Meeting Management: Schedule and coordinate all internal and external meetings, proactively arranging all necessary materials and logistical support.
• Documentation & Action Items: Attend key meetings, accurately take detailed minutes, and diligently track and follow up on all action items to ensure accountability and project continuity.
• Project Coordination: Assist in the coordination of special projects and cross-functional initiatives, tracking progress, monitoring deliverables, and ensuring deadlines are met across various teams.

Liaison and Communication

• Act as the professional and highly discreet primary point of contact between the MD and all internal and external stakeholders, including employees, high-profile clients, vendors, and partners.