Executive Assistant to Managing Director

Job Description

Position:Executive Assistant to Managing Director

Experience: 10 12 Years

Location: Verna, Goa

Employment Type: Full-time (Work from Office)

Reporting To: Managing Director

About The Role

We are looking for a highly experienced, proactive, and discreet ExecutiveAssistant to the Managing Director to provide comprehensive executive and business support to the MD.

The role requires a mature professional who can operate with a high degree of confidentiality, ownership, attention to detail, and urgency, while coordinating effectively with senior leadership, internal teams, clients, and external stakeholders.

The ideal candidate should be comfortable managing a dynamic executive calendar, coordinating meetings and travel, preparing reports and presentations, tracking key action items, and ensuring timely follow-through on priorities driven by the MD.

Key Responsibilities

• Executive & Calendar Management
• Manage and maintain the MD's calendar, appointments, meetings, and commitments.
• Prioritize and coordinate meetings based on business requirements and urgency.
• Prepare the MD for meetings by organizing relevant documents, presentations, briefs, and background information.
• Ensure timely reminders and follow-ups for critical meetings and commitments.
• Manage last-minute changes and conflicting priorities effectively.
• Management & Business Coordination
• Coordinate with senior management and department heads on behalf of the MD.
• Track important decisions, commitments, and action items arising from meetings.
• Follow up with stakeholders to ensure timely closure of assigned actions.
• Maintain an effective Management Action Tracker / MD Action Tracker.
• Assist in coordinating leadership meetings, reviews, business updates, and management discussions.
• Prepare meeting agendas, minutes, action points, and follow-up reports.
• MIS, Reports & Presentations
• Prepare and consolidate management reports, dashboards, MIS, and presentations for the MD.
• Collect and analyze information from various departments and present it in a structured manner.
• Maintain trackers for key business initiatives, deadlines, and deliverables.
• Support preparation of management review decks and business presentations.
• Ensure information provided to the MD is accurate, concise, and presented on time.
• Travel & Logistics Management
• Manage domestic and international travel arrangements for the MD.
• Coordinate flights, accommodation, ground transportation, itineraries, and meeting schedules.
• Prepare detailed travel itineraries and ensure seamless travel logistics.
• Coordinate travel-related documentation and expense records.
• Manage changes or contingencies during business travel.
• Communication & Correspondence
• Draft, review, and coordinate professional correspondence, emails, letters, and communications on behalf of the MD.
• Handle sensitive and confidential communications with complete discretion.
• Ensure important communications requiring the MD's attention are prioritized appropriately.
• Coordinate with internal and external stakeholders to facilitate timely responses.
• Meeting & Event Coordination
• Organize leadership meetings, client meetings, business reviews, and other executive engagements.
• Coordinate meeting rooms, presentations, documents, participants, and logistics.
• Record and circulate minutes and action items where required.
• Ensure follow-up on decisions and commitments arising from meetings.
• Confidentiality & Executive Office Support
• Handle highly confidential business, financial, employee, client, and strategic information.
• Maintain strict confidentiality and professional discretion at all times.
• Manage sensitive documents and records securely.
• Act as a trusted point of coordination between the MD and key stakeholders.
• Stakeholder Management
• Build effective working relationships with senior management, employees, clients, vendors, consultants, and external stakeholders.
• Represent the MD's office professionally and appropriately.
• Coordinate across functions to ensure smooth execution of MD-driven initiatives.
• Exercise sound judgment regarding priorities, escalation, and communication.
  
  

Required Skills & Competencies

• 10 12 years of relevant experience as an Executive Assistant, Senior Executive Assistant, Executive Secretary, or similar role supporting a MD, CEO, Chairman, CXO, or senior business leader.
• Excellent verbal and written communication skills.
• Strong executive presence and professional etiquette.
• Exceptional organizational and time-management skills.
• Strong follow-up and coordination capabilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and accuracy.
• High level of confidentiality, integrity, and discretion.
• Strong stakeholder management skills.
• Ability to anticipate requirements and work proactively.
• Strong problem-solving and decision-making ability.
• Ability to work independently with minimal supervision.
• Strong proficiency in MS Office Word, Excel, PowerPoint and Outlook.
• Experience preparing MIS, management reports, presentations, and executive dashboards would be
• reporting, and cross-functional coordination will be an advantage.
• Graduate in any discipline. A postgraduate qualification or relevant professional certification would be an added advantage.
  
  

Interested applicants are requested to drop their CV at [Confidential Information] and use the Subject line : [Job Title Name] - [Your Name]