The posting
Executive Assistant to Managing Director
## Job Summary The Executive Assistant (EA) to the Managing Director will provide high-level administrative, operational, travel, and strategic support to ensure the smooth functioning of the Director's office. This role demands excellent coordination, confidentiality, communication, and multitasking abilities, with a strong focus on follow-ups, documentation, and time management to support senior leadership effectively.
## Responsibilities - Manage the Managing Director's calendar, appointments, meetings, and travel schedules. - Coordinate internal and external meetings, prepare agendas, and ensure timely follow-ups. - Handle email communication, draft responses, and maintain professional correspondence. - Maintain confidential files, documents, and records in an organized manner. - Act as the primary point of contact between the Managing Director and internal/external stakeholders. - Ensure timely communication of instructions, decisions, and approvals from the Director's office. - Coordinate with department heads for reports, updates, and action items. - Prepare presentations, Management Information System (MIS) reports, minutes of meetings, and business summaries. - Track action points and ensure closure within defined timelines. - Draft letters, circulars, approvals, and official communication as required. - Assist in project tracking, follow-ups, and monitoring key deliverables. - Support vendor coordination, approvals, and documentation. - Handle travel arrangements, hotel bookings, and expense reimbursements for the Managing Director. - Accompany the Managing Director for outstation travel, factory visits, client meetings, and official events as required. - Maintain strict confidentiality of business information, decisions, and sensitive data. - Represent the Director's office with professionalism and integrity at all times.
## Qualifications - MBA in any discipline. - Additional certification in office administration or secretarial practice is an advantage. - Strong communication skills — both written and verbal. - Excellent organizational and time-management abilities. - Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint). - Ability to multitask and work effectively under pressure. - High level of discretion, confidentiality, and professionalism. - Strong follow-up and coordination skills.
## Preferred Skills - Experience supporting senior leadership such as Director, Managing Director, or CEO. - Experience in travel coordination and managing field visits.
## Experience - Minimum of 4 years of experience as an Executive Assistant, Personal Assistant, or Office Coordinator. - Proven experience supporting senior leadership preferred. - Experience in travel coordination and field visits is an added advantage.
## Personal Attributes - Smart, proactive, and well-presented. - Strong interpersonal and problem-solving skills. - Ownership mindset with the ability to take initiative. - Capable of managing high-pressure and time-sensitive tasks. - Willingness to travel and manage dynamic schedules.
## Environment - Full-time, office-based role located in Mumbai. - Extended working hours may be required based on business needs. - Outstation travel with the Managing Director for factory visits and official events.
