Senior Executive Assistant To Managing Director

Job Summary:

The Executive Assistant to the Director provides administrative and

organizational support to the Director in order to facilitate the smooth operation of the

department or organization. The role requires a highly organized individual capable of

handling a range of tasks, from managing schedules and communications to coordinating

projects and handling confidential information. The Assistant serves as a liaison between

the Director and other departments, clients, or stakeholders.

Key Responsibilities:

1. Calendar and Schedule Management:

• Manage and organize the Director's calendar, ensuring all appointments,

meetings, and deadlines are met.

• Coordinate internal and external meetings, including booking rooms, sending

invites, and preparing agendas.

2. Communication Support:

• Act as a point of contact for internal and external communications on behalf

of the Director.

• Draft, proofread, and send emails, letters, and other correspondence as

requested by the Director.

• Answer phone calls, screen inquiries, and redirect them to the appropriate

parties when necessary.

3. Document and File Management:

• Maintain and organize the Director's files, both physical and digital, ensuring

quick access to needed documents.

• Prepare reports, presentations, and other materials for the Director's

meetings.

4. Travel and Event Coordination:

• Arrange travel accommodations, including flights, hotels, and ground

transportation, for the Director.

• Organize events, conferences, and business trips, including all necessary

logistics and documentation.

5. Public Relations Coordination:

• Assist in planning and executing public relation co-ordination , maintaining

protocol with Dignitaries , Authorities , High-Officials of Government /

Corporate sector as per instructions / communications received from

Director.

• Track project progress, timelines, and deliverables, providing updates to the

Director as needed.

6. Project Coordination:

• Assist in planning and executing departmental or organizational projects.
• Track project progress, timelines, and deliverables, providing updates to the

Director as needed.

7. Confidentiality and Discretion:

• Handle sensitive and confidential information with the utmost discretion and

professionalism.

• Maintain a high level of confidentiality with regard to organizational matters.

8. Administrative Support:

• Provide general administrative support, including ordering supplies, handling

invoices, and managing office operations.

• Perform other duties as assigned by the Director to ensure the smooth and

efficient functioning of the office.

Qualifications:

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.
• Strong organizational and multitasking skills.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other

relevant office software.

• Ability to work independently and manage time effectively.
• High attention to detail and problem-solving skills.
• Discretion and professionalism in handling sensitive information.

Education & Experience:

• A bachelors degree along with MBA from reputed institute.
• Previous experience of 5-7 years supporting senior management.

Working Conditions:

• Full-time position.
• Occasional travel may be required.
• Flexible working hours may be necessary depending on the Director schedule.