Executive Assistant To Managing Director

Job Title

Executive Assistant to MD MIS & Business Coordination

Location

Andheri East, Mumbai

Experience

8+ years of relevant experience

Job Description:

We are looking for a highly organized, proactive, and business-oriented Executive Assistant to the Managing Director who can provide high-level executive support while also managing MIS, business coordination, data analysis, project tracking, and follow-ups across functions.

The ideal candidate should be comfortable working closely with senior management, handling confidential information, preparing management reports, coordinating with various departments, and ensuring timely execution of key action items.

Key Responsibilities

1. Executive Support & Calendar Management

• Manage the MD's calendar, appointments, meetings, travel schedules, and daily priorities.
• Coordinate domestic and international travel, including itineraries, accommodation, and related arrangements.
• Schedule and coordinate internal and external meetings with senior stakeholders.
• Manage emails, correspondence, calls, and other communications on behalf of the MD as required.
• Prepare meeting agendas, presentations, briefing notes, reports, and other documents.
• Maintain confidential information with a high degree of discretion and professionalism.

2. MIS & Management Reporting

• Prepare, consolidate, and maintain daily, weekly, and monthly MIS reports for management review.
• Collect data from various departments and ensure accuracy, completeness, and timely submission.
• Develop and maintain Excel-based dashboards, trackers, and management reports.
• Analyse business data and highlight key trends, variances, gaps, and areas requiring management attention.
• Track key business parameters, departmental performance, targets, and action items.
• Present relevant information in a clear and concise format for management decision-making.
• Follow up with respective departments for pending data, reports, and updates.

3. Business Coordination & Follow-ups

• Act as a coordination point between the MD and various departments/functions.
• Track decisions and action points arising from management meetings and ensure timely closure.
• Coordinate with department heads and follow up on critical assignments, deadlines, and deliverables.
• Maintain an Action Taken Report (ATR) and provide regular updates to the MD.
• Support the MD in monitoring important business initiatives and cross-functional projects.
• Identify delays, dependencies, and bottlenecks and escalate them appropriately.

4. Project & Task Management

• Assist in planning, coordinating, and monitoring strategic and operational projects.
• Maintain project trackers, timelines, milestones, and status reports.
• Conduct research and compile information required for business decisions.
• Support management in preparing presentations, business reviews, and project updates.
• Ensure timely follow-up and closure of assigned tasks.

5. Documentation & Administration

• Prepare and edit business correspondence, reports, presentations, minutes of meetings, and other documents.
• Maintain organized records of important documents, reports, contacts, and correspondence.
• Assist in organizing management meetings, events, and business engagements.
• Handle sensitive and confidential business information responsibly.

Key Deliverables / Outcomes:

• Ensure effective and timely execution of the MD's calendar, meetings, travel, and priorities.
• Provide accurate and timely MIS and management reports for decision-making.
• Ensure 100% tracking and regular follow-up of critical action points assigned by the MD.
• Improve visibility of departmental performance through structured MIS, dashboards, and trackers.
• Ensure timely coordination and closure of cross-functional assignments and projects.
• Provide relevant business information and analysis to support management decisions.
• Maintain a high level of confidentiality, professionalism, responsiveness, and ownership.

Skills & Competencies

• Excellent written and verbal communication skills.
• Strong MIS and analytical skills with an ability to interpret business data.
• Advanced working knowledge of Microsoft Excel Pivot Tables, VLOOKUP/XLOOKUP, formulas, data analysis, dashboards, etc.
• Good knowledge of MS Word and PowerPoint.
• Strong organizational and time-management skills.
• Excellent follow-up and coordination abilities.
• Ability to work with senior management and multiple stakeholders.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced business environment.
• Proactive, self-driven, and solution-oriented approach.
• High level of confidentiality and discretion.
• Strong ownership and ability to work independently.

Education:

Bachelor's Degree in Engineering, Business Administration, Management, or a related field.

Experience:
10+ years of relevant experience in Executive Assistance, MIS, Business Coordination, Management Reporting, Business Analysis, Project Coordination, or a similar role.

Experience working directly with MDs, Founders, CXOs, or Senior Management will be preferred.

Ideal Candidate Profile

We are looking for someone who is not just an administrative Executive Assistant, but someone who can function as a business partner to the MD capable of understanding business requirements, preparing MIS, analysing information, coordinating with departments, tracking projects, and ensuring execution of management decisions.

Interested candidates can send their CV to [email removed] or call/WhatsApp on [phone removed] for further discussion.