Experience: 3–8 years

Location: Andheri, Mumbai

Role Overview

We are seeking a highly organised and proactive Executive Assistant to support the Managing Director in a fast-paced environment. This role requires strong coordination, discretion, and follow-through capabilities to manage schedules, communications, and key administrative priorities while ensuring seamless day-to-day functioning of the MD's office.

Key Responsibilities

Calendar & Schedule Management

Manage and prioritise the Managing Director's calendar, including meetings, internal reviews, and external engagements
Coordinate across stakeholders to ensure optimal scheduling and time management
Anticipate scheduling conflicts and proactively resolve them

Travel & Itinerary Management

Plan and coordinate domestic and international travel, including flights, accommodation, visas, and logistics
Prepare detailed travel itineraries and ensure smooth execution of travel plans
Handle last-minute changes efficiently

Coordination & Follow-ups

Act as a central point of coordination between the MD and internal/external stakeholders
Track key action items and ensure timely follow-ups across teams
Facilitate communication and ensure closure on priority tasks

Stakeholder & Communication Management

Manage correspondence on behalf of the MD, including emails, calls, and meeting requests
Maintain professionalism and confidentiality in all interactions
Build effective working relationships with senior stakeholders

Vendor Coordination & Negotiation

Liaise with travel vendors, hotels, and service providers to ensure cost-effective arrangements
Negotiate rates and terms while maintaining quality standards

Documentation & Reporting

Prepare meeting agendas, minutes, and presentations as required
Maintain organised records of key documents and communications

Key Requirements

Bachelor's degree (mandatory)
3–8 years of experience as an Executive Assistant or in a similar role supporting senior leadership
Strong coordination, organisation, and follow-up skills
Proven experience in calendar management and travel planning
Good negotiation skills, particularly with vendors and service providers
Excellent verbal and written communication skills (English)
High level of discretion, professionalism, and attention to detail
Ability to work in a high-pressure, dynamic environment
Strong problem-solving mindset and ownership-driven approach

Executive Assistant to Managing Director