Executive Assistant to Managing Director – Executive Operations & Business Support

Job Summary

We are looking for a highly organized, proactive, trustworthy, and detail-oriented Executive Assistant to the Managing Director who can independently manage executive coordination, scheduling, communication, follow-ups, client coordination, documentation, database management, and selected personal and financial administrative responsibilities.

The ideal candidate should be comfortable working directly with a senior business leader, handling confidential information, coordinating with multiple stakeholders, and taking ownership of tasks from start to finish.

Key Responsibilities

Executive & Calendar Management

• Manage the Managing Director's calendar, appointments, meetings, and schedules.
• Coordinate meetings with internal and external stakeholders.
• Manage travel arrangements and meeting logistics.
• Prepare documents, presentations, reports, and meeting materials.
• Maintain confidentiality of sensitive business and personal information.

Communication & Coordination

• Handle emails, phone calls, official correspondence, and follow-ups.
• Act as a coordination point between the Managing Director and internal/external stakeholders.
• Coordinate with clients, vendors, partners, and other business contacts.
• Schedule and arrange online client meetings and follow up on action points.
• Prepare meeting minutes and ensure timely completion of assigned action items.

Client & Business Development Support

• Maintain and regularly update client and business databases.
• Send emails to clients and conduct systematic follow-ups.
• Coordinate client meetings and online discussions.
• Conduct basic research and compile information required for business decisions.
• Support special projects and business initiatives led by the Managing Director.

Marketing & Business Support

• Support marketing activities for Auggy Pet Treats across assigned regions.
• Coordinate marketing-related communication and follow-ups.
• Maintain relevant databases and records.
• Assist with company events, meetings, and special projects.

Financial & Personal Administrative Support

• Assist with maintaining records of personal and professional expenses.
• Maintain petty cash and household budget records.
• Maintain records related to bank accounts and fixed deposits.
• Coordinate day-to-day payments and ensure timely settlements.
• Maintain accurate expense documentation and records.

Procurement & Personal Assistance

• Coordinate procurement of items required by the Managing Director.
• Handle assigned personal and professional administrative tasks.
• Coordinate with vendors/service providers when required.
• Proactively identify requirements and ensure timely completion.

Candidate Requirements

• Bachelor's degree in Business Administration, Management, Commerce, or a related field preferred.
• 2+ years of experience as an Executive Assistant, Personal Assistant, Executive Coordinator, or similar role.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Excellent follow-up and coordination abilities.
• Strong command of MS Office – particularly Excel, Word, and PowerPoint.
• Ability to handle confidential information with maturity and discretion.
• Strong attention to detail and problem-solving ability.
• Ability to multitask and independently manage priorities.
• Comfortable communicating with clients, vendors, senior professionals, and other stakeholders.
• Should be proactive and capable of anticipating the Managing Director's requirements.
• Experience working in a startup, corporate, founder's office, or fast-paced business environment will be an advantage.
• Two-wheeler driving license preferred.