Role SummaryThe 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.).
- 15 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
