Executive Assistant To Managing Director

Executive Assistant to the Managing Director

Job Title: Executive Assistant to the Managing Director
Department: Administration / Executive Office
Reporting To: Managing Director
Location: Corporate Office
Job Summary
The Executive Assistant to the Managing Director is responsible for providing high-level administrative,
organizational, and executive support to ensure the efficient functioning of the Managing Director's
office. The role requires exceptional planning, communication, confidentiality, and coordination skills
while acting as the primary point of contact between the Managing Director and internal/external
stakeholders.

Key Responsibilities
1. Executive Calendar & Schedule Management

Plan, organize, and manage the Managing Director's daily, weekly, and monthly schedule.
Prioritize appointments, meetings, and business commitments to maximize productivity.
Ensure adequate preparation time between meetings and maintain an efficient daily agenda.
Coordinate and confirm appointments with internal and external stakeholders.
2. Communication Management
Handle incoming phone calls, emails, and correspondence on behalf of the Managing Director.
Screen, prioritize, and respond to communications where appropriate.
Maintain professional communication with employees, customers, vendors, and business
associates.
Draft letters, emails, circulars, and official correspondence.

3. Meeting Coordination
Organize Board Meetings, Management Meetings, and business review meetings.
Prepare meeting agendas and circulate relevant documents.
Attend meetings, record minutes, and accurately prepare Minutes of Meeting (MOM).
Follow up on action points and ensure timely completion.

4. Documentation & Presentation
Prepare reports, business documents, Board Reports, and confidential correspondence.
Develop professional PowerPoint presentations for business reviews, management meetings,
and strategic discussions.
Ensure all documents are accurately formatted and comply with company standards.
Manage photocopying, scanning, printing, and documentation requirements.

5. Travel Management
Plan and coordinate domestic and international travel for the Managing Director.
Arrange flight bookings, hotel reservations, transportation, visas, travel insurance, and related
documentation.
Prepare travel itineraries and ensure smooth travel arrangements.
Coordinate personal and official travel requirements.

6. Administrative Support
Maintain confidential files, records, and executive documents.
Coordinate with various departments for information and follow-up on pending tasks.
Monitor important deadlines and ensure timely completion of assigned activities.
Maintain office records and executive correspondence.

8. Social Media & Corporate Presence
Coordinate regular updates across the company's official social media platforms.
Assist in preparing professional content for company announcements, events, achievements,
and business updates.
Coordinate with internal teams for branding and communication activities.

9. Compliance & Confidentiality
Maintain complete confidentiality regarding business information and executive matters.
Ensure compliance with company policies, procedures, and statutory requirements.
Handle sensitive information with discretion and professionalism.

10. Additional Responsibilities
Coordinate special projects assigned by the Managing Director.
Support event planning, management meetings, customer visits, and executive functions.
Perform any additional duties assigned by the Managing Director from time to time.

11. Events & VIP Management
Organize Board Meetings
Annual Strategy Meetings
Leadership Conferences
Customer Visits
Plant Visits
VIP Hospitality

12. AI & Digital Productivity
Use AI tools (such as ChatGPT/Copilot) for drafting documents, presentations, meeting
summaries, research, and productivity enhancement
Maintain digital filing systems
Improve office productivity through technology

13. Technology Skills
Advanced Excel
PowerPoint
Outlook
Microsoft Teams
Google Workspace
AI productivity tools
Document management systems
Video conferencing platforms

Required Qualifications

Bachelor's Degree in Business Administration, Commerce, Management, or a related
discipline.
Executive Assistant or Executive Secretary certification will be an added advantage.

Experience
5-8 years of experience as an Executive Assistant, Executive Secretary, or Personal Assistant to
senior management.

Experience supporting CXOs, Directors, or Managing Directors is preferred.

Key Skills & Competencies

Excellent verbal and written communication skills.
Strong organizational and multitasking abilities.
Exceptional time management and planning skills.
High level of confidentiality and integrity.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
Excellent presentation preparation skills.
Strong interpersonal and coordination skills.
Ability to work under pressure and meet deadlines.
Professional etiquette and executive presence.
Knowledge of travel coordination, visa processing, and documentation.