Executive Assistant To Managing Director

Key Responsibilities

1. Calendar & Meeting Management

• Manage the Directors calendar, appointments, meetings and daily schedule.
• Coordinate internal and external meetings with relevant stakeholders.
• Prepare meeting agendas, discussion points and required documents.
• Record key decisions, action points and deadlines and follow up for closure.
• Ensure the Director is adequately briefed before important meetings.

2. Management Coordination & Follow-up

• Coordinate with Sales, Retail, E-commerce, Marketplace, Warehouse, Marketing, Finance, HR and Operations teams.
• Follow up with department heads and managers on tasks, commitments and deadlines assigned by the Director.
• Maintain an action tracker and provide regular status updates to the Director.
• Escalate delays, operational issues and critical matters to the Director on time.

3. Business Reporting & MIS

• Prepare and consolidate daily, weekly and monthly management reports.
• Track key business KPIs, sales performance, inventory, marketplace and D2C performance as required.
• Create Excel-based MIS, dashboards, Pivot Tables and management summaries.
• Support data analysis and provide relevant insights for management review.

4. E-commerce, Retail & Marketplace Coordination

• Coordinate with D2C, Shopify, marketplaces and retail teams for operational updates.
• Monitor sales, orders, returns, RTO, inventory and other business metrics when assigned.
• Follow up on critical marketplace, website, retail and warehouse-related issues.
• Coordinate with relevant teams for timely resolution of operational gaps.

5. Documentation & Presentation Support

• Draft professional emails, letters, notices, reports and management communications.
• Prepare presentations, business summaries and review documents for the Director.
• Maintain organized records of important documents, reports and management decisions.
• Handle confidential business and management information with complete discretion.

6. Travel & Event Coordination

• Coordinate domestic travel, flight bookings, hotel arrangements and itineraries for the Director when required.
• Support planning and coordination for business events, store openings, meetings and management visits.
• Maintain travel schedules and ensure all required arrangements are completed on time.

7. Special Projects & Executive Support

• Support the Director on strategic, operational and special projects.
• Conduct research and prepare summaries or recommendations when required.
• Coordinate cross-functional projects and ensure timely completion of assigned deliverables.
• Take ownership of urgent and priority tasks assigned by the Director.

Key Skills & Competencies

• Excellent communication and professional business writing skills.
• Strong organizational, coordination and follow-up skills.
• Advanced knowledge of Microsoft Excel, Word and PowerPoint.
• Working knowledge of Google Workspace and business communication tools.
• Strong analytical and problem-solving ability.
• Ability to manage multiple priorities in a fast-paced environment.
• High level of confidentiality, integrity and professional discretion.
• Strong ownership, attention to detail and ability to work independently.
• Ability to coordinate effectively with senior management and cross-functional teams.

Qualifications & Experience

• Bachelors degree in Business Administration, Management, Commerce or a related field; MBA is an advantage.
• 4+ years of experience as an Executive Assistant, Management Assistant, MIS/Operations Executive or similar role.
• Experience in retail, e-commerce, fashion, D2C or a fast-paced business environment will be preferred.

Working Schedule

Working Days: Monday to Saturday
Weekly Off: Sunday
The role may require flexibility beyond standard working hours depending on management meetings, business requirements, travel or urgent priorities.

Key Performance Expectations

• Timely completion and follow-up of management action items.
• Accuracy and timeliness of MIS and management reports.
• Effective coordination across departments.
• Proactive identification and escalation of critical issues.
• Professional handling of confidential information.
• Strong responsiveness and ownership of assigned tasks.