Role Summary

The Executive Assistant to Managing Director & Chairman is responsible for providing high-level administrative, operational, and strategic support to the MD. The role ensures seamless execution of daily business activities, efficient communication, calendar management, decision-making support, confidential documentation, and cross-functional coordination across all departments.

Key Responsibilities1. Calendar & Schedule Management

Organize and manage the MD's schedule, meetings, travel, and daily agenda.
Set priorities and avoid conflicts in appointments.
Prepare daily and weekly briefings for MD reference.

2. Communication Handling

Manage emails, phone calls, messages, and follow-ups on behalf of the MD.
Act as a gatekeeper between internal teams and MD.
Coordinate communication with stakeholders such as:
Board of Directors
Business Partners
Clients & Vendors

3. Documentation & Reporting

Draft, review, and maintain documents including:
Business Letters
MoMs (Minutes of Meetings)
Project Reports
Confidential Files
Maintain a well-organized digital and physical filing system.

4. Strategic & Operational Support

Assist MD in business planning, presentations, and data preparation.
Prepare slides using:
Microsoft PowerPoint**
Google Slides**
Provide data insights, summaries, trends using dashboards and Excel sheets.

5. Travel & Logistics Coordination

Handle domestic/international travel booking:
Flight tickets, hotels, itineraries, transport.
Travel planning with best options, cost management, time efficiency.

6. Internal Coordination & Task Tracking

Track ongoing tasks assigned by MD to teams and departments.
Conduct status reviews, ensure timely submissions, escalate delays.
Coordinate across:
Sales Department
Marketing Department
Operations & Production
Finance & Accounts
HR Department

7. Confidentiality & Compliance

Maintain 100% confidentiality in all conversations, files, and decisions.
Handle contracts, papers, compliance documentation, NDAs carefully.

Skills Required

Excellent organizational and multitasking ability.
Strong written and verbal communication.
High proficiency in:
Microsoft Office**
Google Workspace**
MS Excel (Formulas, Pivot, Dashboard)
Decision making, time management, problem solving.
Ability to handle pressure and dynamic business needs.

Behavioral Requirements

Loyal, proactive, and solution-driven mindset.
Strong business understanding and fast learner.
Calm, mature, polished, resourceful, trustworthy.

Education & Experience

Bachelor's degree preferred (Business Administration, Commerce, Arts, etc.).
1–5 years of experience in:
Executive Administration**
MD Office Coordination**

Challenges in the Role

Handling fast-changing schedules.
Maintaining accuracy, clarity, and confidentiality.
Coordinating multiple teams and stakeholders without delays.

Salary Range: 30,000 - 50,000