Job Title: Executive Assistant to MD (also acting as Point of Contact for MD's office)
Reports To: Managing Director
Location: Goregaon
Employment Type: Full-time
Role Purpose
The Executive Assistant (EA) to the MD serves as the MD's closest support function — attending all meetings alongside the MD, capturing accurate notes and action items, driving follow-ups with concerned stakeholders, tracking progress until closure, and keeping the MD updated in a concise, organized manner. The EA is also the designated single point of contact (SPOC) for anyone wishing to reach the MD or get status on MD-related matters.
Key Responsibilities
1. Calendar & Coordination (typical adjacent duties)
Manage MD's calendar, schedule meetings, and avoid conflicts.
Prepare agendas and background material before meetings.
Coordinate travel, logistics, and documentation as needed.
2. Meeting Support
Accompany the MD to all internal and external meetings (in-person, video, or phone).
Take structured, accurate notes during each meeting — decisions made, action items assigned, owners, and deadlines.
Circulate Minutes of Meeting (MoM) within 24 hours to all relevant stakeholders, with the MD cc'd/informed.
3. Action Item Tracking & Follow-Up
Maintain a live tracker of all action items arising from meetings (owner, task, deadline, status).
Proactively follow up with the concerned person(s) before deadlines to check progress.
Escalate delays or blockers to the MD in a timely manner, not just at the deadline.
Example: If 5 action points emerge from a meeting, track each individually, chase the respective owners for updates, and consolidate a status report for the MD — rather than waiting to be asked.
4. Status Reporting to MD
Provide the MD with a periodic (daily/weekly, as decided) consolidated update on all open action items across meetings.
Flag items that are overdue, at risk, or need MD's decision/intervention.
Keep updates crisp — bullet-point summaries, not long narratives, unless the MD asks for detail.
5. Point of Contact (SPOC)
Act as the first point of contact for internal teams, external stakeholders, or vendors trying to reach the MD or seeking status on MD-related items.
Filter, prioritize, and route requests appropriately; handle routine queries independently where possible.
Maintain confidentiality and discretion in all communications on behalf of the MD.
Required Skills & Competencies
- Excellent note-taking and summarization skills — able to distill long discussions into clear, actionable points.
- Strong follow-up discipline and ownership mentality; doesn't let things slip.
- Clear, professional written and verbal communication.
- High level of organization — comfortable managing multiple open threads simultaneously.
- Discretion and trustworthiness in handling sensitive/confidential information.
- Comfortable using tools such as MS Office/Google Workspace, task trackers (Excel/Notion/Trello, etc.), and calendar tools.
- Calm under pressure; able to prioritize and escalate judiciously.
Preferred Qualifications
- Graduate degree (any discipline); MBA or equivalent is a plus.
- 2–5 years of experience as an EA, Chief of Staff, or similar role supporting senior leadership.
- Prior experience in [industry, if relevant] is a plus.
Working Hours & Availability
Expected to be available during MD's working hours and for meetings as scheduled, including occasional early/late meetings as needed.
Pay: ₹40,000.00 - ₹60,000.00 per month
Application Question(s):
- How many years of experience do you have as an Executive Assistant (EA) supporting a Managing Director, CEO, or other senior leadership?
- What is your current notice period, and how soon can you join if selected?
Work Location: In person
