Job title Executive Assistant to Managing Director
Location Mumbai (HO)
Reporting To: MD
Key Responsibilities
1.Calendar, Communication & Coordination
- Manage and maintain the MD's daily, weekly, and monthly calendar, scheduling meetings, teleconferences, and international calls across multiple time zones.
- Review and prioritize all incoming communication (emails, calls, correspondence), summarize key points, and prepare action items or responses as required.
2.Meeting Planning & Review Management
Plan and organize internal meetings such as Strategic, HOD, and Sales
Review Meetings.
Prepare meeting agendas, consolidate required information, and share pre-
read materials with the MD.
3.Documentation Management & Business Support
- Prepare, review, and organize key business documents such as agency agreements, trade contracts, and official correspondence with principals and customers across Printing, Packaging, and Industrial Products verticals.
4.Workflow, Email & Information Management
- Maintain and update email templates for recurring communication (meeting invites, document requests, travel briefings, etc.).
- Ensure timely communication between MD and departments, acting as the link for decisions and information flow.
5.Time Management & Daily Prioritization Discipline
Maintain a weekly summary of completed vs pending tasks to identify trends,
delays, and follow-up requirements.
6.Social Media & Professional Representation
7.Cross-Functional & Administrative Support
- Serve as a bridge between the MD's office and all departments (Sales, CRM, Finance, SCM, HR, Admin) for coordination, data exchange, and progress.
- Ensure smooth coordination during visits from principals, clients, or management guests.
Qualification, Skills & Competencies
- Education: Graduate in Business Administration, Commerce, or related field.
- Experience: 57 years of experience as an Executive Assistant or Senior Administrative professional supporting senior management, preferably in a trading or manufacturing organization.
- Languages: English (mandatory); Hindi or regional language preferred.
- Strong communication and interpersonal skills (verbal and written).
- Excellent organizational, multitasking, and prioritization skills.
- High integrity and discretion in handling confidential information.
- Strong analytical and business understanding.
- Proficiency in MS Office (Excel, PowerPoint, Word, Outlook) and CRM usage.
- Ability to draft professional correspondence and social media content.
- Proactive, disciplined, and resourceful approach with attention to detail.
