About the Role
We are looking for a highly organized, proactive, and trustworthy Executive Assistant to the Managing Director who can efficiently manage both executive and personal responsibilities. This role requires exceptional planning, coordination, confidentiality, and problem-solving skills to ensure the smooth functioning of the MD’s professional and personal commitments.
The ideal candidate will serve as a trusted partner to the Managing Director by managing schedules, travel, meetings, documentation, follow-ups, and stakeholder coordination while maintaining the highest standards of professionalism and discretion.
Key Responsibilities
Executive Support
- Manage the Managing Director’s business and personal calendar.
- Prioritize appointments and meetings based on business priorities.
- Schedule internal, external, client, and board meetings.
- Prepare meeting agendas and circulate supporting documents.
- Ensure timely reminders and briefing before meetings.
- Track action points and follow up with teams until completion.
- Maintain an optimized calendar with adequate buffer time.
Travel & Logistics Management
- Plan and coordinate domestic and international business travel.
- Arrange flights, hotels, visas, insurance, airport transfers, and itineraries.
- Coordinate meetings across different time zones during business travel.
- Handle last-minute itinerary changes and travel emergencies.
- Travel with the Managing Director whenever required to provide administrative and logistical support.
- Manage travel arrangements for senior team members and international guests.
Business Administration
- Coordinate with the Finance team regarding business expenses, company card transactions, renewals, and reimbursements.
- Monitor business-related subscriptions and renewals.
- Maintain payment records and supporting documentation.
- Coordinate with accountants whenever required.
- Ensure smooth administrative support without delays.
Personal Assistance
- Manage the Managing Director’s personal calendar and important family commitments.
- Plan family vacations including travel, accommodation, and itineraries.
- Coordinate personal appointments and important engagements.
- Ensure seamless execution of personal commitments alongside business schedules.
Guest & Event Management
- Coordinate travel and accommodation for international visitors.
- Organize business meetings and hosted events.
- Liaise with hotels, restaurants, transport providers, and event vendors.
- Ensure an exceptional hospitality experience for guests.
Office & Administration
- Oversee day-to-day administrative requirements of the Managing Director’s office.
- Coordinate office maintenance, stationery, IT support, and vendor management.
- Maintain vendor records, invoices, warranties, and service contracts.
- Ensure an organized, efficient, and professional work environment.
Documentation & Records Management
- Maintain confidential business and personal documents in an organized filing system.
- Manage contracts, agreements, invoices, warranties, and important records.
- Ensure proper digital filing and regular backups.
- Enable quick retrieval of documents while maintaining strict confidentiality.
Confidentiality & Stakeholder Management
- Act as the primary gatekeeper for the Managing Director.
- Manage communication with internal and external stakeholders.
- Handle sensitive information with absolute confidentiality.
- Demonstrate sound judgment, maturity, and professionalism in all interactions.
Key Performance Indicators (KPIs)
- Zero scheduling conflicts or missed meetings.
- Efficient management of the MD’s calendar.
- Error-free travel planning and execution.
- Timely completion of assigned follow-ups.
- Accurate record management and documentation.
- High responsiveness and coordination across stakeholders.
- Complete confidentiality and professionalism.
Desired Candidate Profile
- 5+ years of experience as an Executive Assistant, Personal Assistant, or Secretary supporting CXOs, Founders, or Managing Directors.
- Strong experience in calendar management, travel planning, and executive coordination. Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- High emotional intelligence with exceptional interpersonal skills.
- Ability to manage confidential information with discretion.
- Proficiency in Microsoft Office, Google Workspace, spreadsheets, email management, and cloud storage tools.
- Willingness to travel within India and internationally as required.
- Highly dependable, proactive, detail-oriented, and capable of working independently.
Why Join Us?
- Work directly with senior leadership and gain strategic exposure.
- Opportunity to handle high-impact assignments across business and international operations.
- Dynamic, fast-paced work environment with significant learning opportunities.
- Be part of a growing organization with global business exposure.
How to Apply: - If you believe you’re the right fit for this role, we’d love to hear from you. Please send your updated resume to [email protected] with the subject line: Application – Executive Assistant to Managing Director
**Only shortlisted candidates will be contacted for the next stage of the recruitment process.
Pay: ₹50,000.00 - ₹75,000.00 per month
Benefits:
Work Location: In person
