Executive Assistant To Managing Director

Role & responsibilities

1. Calendar & Schedule Management

• Manage the MDs daily, weekly and monthly calendar, including meetings, appointments and follow-ups
• Schedule, coordinate and reschedule meetings with internal teams, clients, vendors and stakeholders
• Send timely reminders and prepare the MDs daily agenda and priorities
• Avoid schedule conflicts and manage the MDs time efficiently

2. Communication & Correspondence

• Act as the first point of contact for the MDs calls, emails and visitors
• Draft, review and send emails, letters and official communication on the MD’s behalf
• Screen and prioritise incoming communication and escalate urgent matters
• Maintain professionalism and confidentiality in all communication

3. Meeting Support

• Prepare meeting agendas, briefing notes and supporting documents
• Attend meetings when required and record Minutes of Meeting (MoM)
• Circulate MoM and track action points until closure
• Arrange meeting rooms, presentations and refreshments

4. Follow-up & Task Tracking

• Follow up with HODs and team members on tasks assigned by the MD
• Maintain a task tracker and report pending or delayed items to the MD
• Monitor deadlines, approvals and deliverables across departments

5. Reporting & MIS

• Collect MIS reports and performance data from departments
• Prepare summaries, reports and presentations for the MD’s review
• Maintain dashboards for sales, projects, finance and HR as required

6. Travel & Logistics Coordination

• Plan and book the MD’s travel (flights, trains, hotels, cabs) and prepare itineraries
• Arrange visas, tickets and travel documents when needed
• Process travel expense claims and reimbursements

7. Document & Data Management

• Maintain organised physical and digital files of confidential documents, contracts and approvals
• Keep records of agreements, licences, certificates and important correspondence
• Ensure timely document retrieval whenever the MD requires it

8. Approvals & Coordination

• Route files, proposals and payment requests to the MD for approval
• Ensure documents are complete and verified before submission
• Coordinate with Finance, HR, Operations and other departments on the MD’s behalf

9. Stakeholder & Visitor Management

• Welcome and host clients, investors, government officials, vendors and guests
• Maintain professional relationships with key external stakeholders
• Manage the MD’s contact database

10. Confidentiality & Special Assignments

• Handle sensitive and confidential information with complete discretion
• Support the MD in personal, business and ad hoc projects
• Assist with event planning, board meetings and corporate functions

Key Skills Required

• Excellent communication in English, Hindi and Gujarati
• Strong MS Office skills (Word, Excel, PowerPoint) and email management
• Time management, multitasking and prioritisation
• High integrity, discretion and professionalism
• Strong follow-up and coordination skills

Preferred candidate profile

Qualification & Experience

• Graduate in any discipline (MBA/PGDM preferred)
• 3–5 years of experience as an Executive Assistant or Secretary to a senior leader