Executive Assistant

We are seeking a highly organized, proactive, and trustworthy Executive Director Assistant to provide comprehensive administrative and strategic support to the Executive Director. The ideal candidate will manage calendars, coordinate meetings, handle confidential information, facilitate communication across departments, and ensure smooth execution of day-to-day executive activities.

Key Responsibilities

• Manage the Executive Director's calendar, appointments, meetings, and travel arrangements.
• Coordinate and prepare meeting agendas, presentations, reports, and minutes of meetings (MOM).
• Act as the primary point of contact between the Executive Director and internal/external stakeholders.
• Screen phone calls, emails, and correspondence, ensuring timely responses and follow-ups.
• Handle confidential documents and sensitive business information with the highest level of discretion.
• Track key business initiatives and ensure timely follow-up with department heads.
• Prepare MIS reports, presentations, dashboards, and business summaries for management review.
• Assist in planning board meetings, leadership meetings, and corporate events.
• Coordinate with departments including Sales, Research, Operations, Compliance, Finance, HR, and IT for timely execution of management directives.
• Maintain records, files, contracts, and important business documents.
• Monitor deadlines, project timelines, and ensure completion of assigned tasks.
• Draft professional emails, letters, presentations, and business communications.
• Assist in preparing business proposals, presentations, and strategic documents.
• Handle travel bookings, accommodation, reimbursements, and expense statements.
• Perform any other assignments delegated by the Executive Director.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• High level of integrity and confidentiality.
• Strong analytical and problem-solving skills.
• Ability to multitask and work under pressure.
• Excellent interpersonal and stakeholder management skills.
• Professional appearance and positive attitude.
• Ability to prioritize work with minimal supervision.

Technical Skills

• Advanced MS Office (Excel, Word, PowerPoint)
• Outlook and calendar management
• Google Workspace
• Power BI (preferred)
• CRM/ERP exposure is an added advantage
• Excellent presentation preparation skills

Preferred Experience

• 5-10 years of experience as an Executive Assistant, Executive Director Assistant, or Personal Assistant to senior management.
• Experience in the stock broking, financial services, banking, insurance, or capital markets industry will be preferred.
• Experience coordinating with CXOs, Board Members, or senior leadership teams.

Key Competencies

• Executive coordination
• Calendar & meeting management
• Business communication
• Documentation & reporting
• Confidentiality & discretion
• Decision support
• Stakeholder management
• Attention to detail
• Time management
• Professionalism

Compensation

• Salary: As per industry standards (based on experience and qualifications)
• Performance-based incentives (if applicable)
• Other benefits as per company policy