Executive Assistant to Managing Director (Mumbai)

Location: Malad, Mumbai

Designation: Executive Assistant

Experience: 2 to 3 years

Role Overview:

We are looking for an organised and proactive Executive Assistant with working knowledge of marketing and digital marketing services. The role involves supporting the CEO/MD with calendar management, business coordination, reporting, and follow-ups, with particular emphasis on proposals, client requirements, and new business opportunities.

Key Responsibilities:

• Manage the CEO/MD's calendar, appointments, internal and external meetings, and scheduling priorities.
• Prepare meeting agendas and minutes of meetings (MOMs), record decisions, and track action items to completion.
• Coordinate with department heads on assigned deliverables, deadlines, and pending updates.
• Prepare and maintain MIS reports, presentations, trackers, and daily or weekly management updates.
• Coordinate new business requirements, including proposals, pitch presentations, company credentials, client briefs, and supporting documents.
• Work with marketing, sales, and delivery teams to ensure business submissions are accurate and completed within agreed timelines.
• Track new business opportunities, client meetings, proposal status and follow-ups.
• Coordinate client presentations and business discussions, ensuring relevant materials are ready in advance.
• Support marketing research, competitor research and basic compilation of campaign and business performance data.
• Draft professional emails and routine correspondence on behalf of the CEO/MD when required.
• Maintain confidential documents, management records and important business correspondence.
• Coordinate with vendors, partners and other external stakeholders.
• Assist in organising management reviews, events and business meetings.
• Flag delays or pending decisions promptly and follow up until assigned tasks are completed.
• Support the management's day-to-day administrative requirements.

Required Skills and Qualifications:

• Graduate in any discipline; a qualification in marketing or business administration is preferred.
• 2-3 years of relevant executive support or business coordination experience, preferably in a digital marketing agency or similar environment.
• Working knowledge of SEO, paid advertising/PPC, social media marketing, content marketing, and web development services is required.
• Ability to understand client briefs and coordinate inputs for proposals and presentations.
• Strong written and verbal communication, with the ability to draft clear emails and meeting minutes.
• Proficiency in Excel, PowerPoint, Word and calendar-management tools.
• Strong organisation, attention to detail and consistent follow-up skills.
• Ability to manage competing priorities and handle confidential information with discretion.

Role Focus:

• This is a hands-on executive support and coordination role. The Executive Assistant will work closely with the CEO/MD and cross-functional teams to ensure business requirements are organised, followed up, and completed on time. Strategic decisions and business approvals will remain with the CEO/MD and the relevant department heads.