Executive Assistant

JOB DESCRIPTIONS

Job Title: Executive Assistant to Managing Director

Department: Administration

Reports To: Managing Director

Location: Chattarpur, New Delhi

Vertical: Corporate / Group Office

Work days: 5 days WFO

If you're interested, apply here: https://forms.gle/KJg49qj2HD2qgmcH8

Role Summary

The Executive Assistant (EA) to the Managing Director will provide comprehensive administrative, operational, and communication support to ensure the smooth functioning of the MD's office. This role demands exceptional professionalism, confidentiality, and the ability to manage multiple priorities with precision.

The EA will serve as the primary point of coordination for internal and external stakeholders, manage schedules, oversee documentation, coordinate travel, support executive meetings, and handle high-level communication on behalf of the MD. The role requires strong decision-making abilities, organization, and the capacity to manage sensitive information with discretion.

Key Responsibilities:

1. Executive Support & Coordination

Manage the MD's daily calendar, appointments, scheduling, and priorities.

Draft, review, and manage confidential correspondence and official communications.

Prepare presentations, strategic briefs, reports, and meeting documents.

Liaise with internal teams, senior leadership, and external partners on behalf of the MD.

Maintain the confidentiality of all sensitive information handled at the executive level.

2. Meetings & Documentation

Coordinate and organize executive-level meetings, reviews, and conferences.

Prepare agendas, record minutes, and ensure follow-up on action items.

Maintain well-structured documentation systems, reports, spreadsheets, and business files.

3. Travel & Event Management

Manage complete domestic and international travel arrangementsflights, accommodation, itineraries, visa

formalities, and expense tracking.

Coordinate logistics for corporate events, leadership forums, and VVIP visits.

Provide on-ground support for events and special occasions when required.

4. Administrative & Office Management

Support budget tracking, invoice processing, and financial documentation for the MD's office.

Manage procurement, vendor coordination, and office administration tasks.

Ensure smooth operational flow of day-to-day executive activities.

5. Stakeholder & Communication Management

Act as the point of contact for partners, clients, vendors, and senior stakeholders.

Ensure clarity and timeliness in communication across departments.

Handle guest reception, protocol, and meet & greet responsibilities.

6. Project Assistance & Follow-ups

Track progress of cross-functional projects as directed by the MD.

Monitor key deadlines, deliverables, and follow-ups to ensure timely execution.

Provide analytical support, data compilation, and research as required.

Required Technical Skills

Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Expertise in scheduling, documentation, and record management.

Experience in vendor management and procurement coordination.

Understanding of travel planning, logistics, and expense reporting.

Ability to prepare high-quality presentations, reports, and briefs.

Soft Skills

Exceptional communication and interpersonal skills.

High level of discretion, confidentiality, and professionalism.

Strong organizational and multi-tasking abilities.

Problem-solving attitude and proactive approach.

Ability to manage pressure and prioritize effectively.

Excellent coordination, negotiation, and stakeholder management.

Qualifications & Experience

Graduate in any discipline; additional certification in administration/hospitality is preferred.

6 8 years of experience as Executive Assistant/Executive Services/Administration.

Experience supporting senior leadership or CXO-level executives preferred.

Background in corporate administration, hospitality, or service sectors will be an advantage.

Why Join Us

As the Executive Assistant to the Managing Director , you will work directly with the senior-most leadership of one of India's leading event and experience brands. This role offers exposure to strategic decision-making, business operations, executive communication, and cross-functional collaboration. You will contribute to shaping organizational efficiency while ensuring flawless executive functioning in a dynamic and fast-paced environment.