Executive Assistant To Managing Director

Role Overview

We are seeking a proactive and highly organized Executive Assistant to provide comprehensive support to our Founder & Managing Director. Beyond traditional executive support, this role integrates responsibilities across Administration, Finance, Human Resources, Recruitment, and Operations Management. The ideal candidate will be resourceful, detail-oriented, and comfortable handling confidential informationincluding personal finances and investments on behalf of the Founder.

Key Responsibilities

1. Executive Support

• Calendar Management: Organize and maintain the Founders schedule, manage appointments, and coordinate meetings.
• Travel Arrangements: Plan and book travel itineraries (business and personal).
• Document Preparation: Draft, proofread, and organize important documents, presentations, and reports.
• Communication: Manage incoming and outgoing communications (emails, calls), prioritizing and escalating as needed.
• Meeting Coordination: Prepare agendas, record minutes, and follow up on action items.

2. Administration & Operations Management

• Office Operations: Oversee the smooth day-to-day functioning of the officeprocurement of supplies, vendor management, and maintenance.
• Event Coordination: Plan and execute company events, off-sites, and special engagements.
• Process Improvement: Assist in developing and implementing operational policies and workflows to enhance efficiency.
• Facilities Management: Coordinate facility-related issues and liaise with external providers to maintain a safe, productive workplace.

3. Finance & Investment Oversight

• Personal & Business Finances: Manage personal bill payments, track expenses, and handle reconciliations for the Founder.
• Investment Portfolio Coordination: Monitor investments, coordinate with financial institutions, and prepare performance summaries.
• Bookkeeping & Accounting: Support invoice processing, bank reconciliations, and record-keeping for both personal and business matters.
• Budgeting & Forecasting: Collaborate with relevant teams on cash flow, budgeting, and financial planning.

4. Human Resources & Recruitment

• Recruitment Lifecycle: Post job openings, screen resumes, coordinate interviews, and support the onboarding process.
• Employee Records: Maintain and update employee files, attendance records, and other HR documentation.
• Employee Relations: Act as a point of contact for HR-related queries; assist in the resolution of employee issues in line with company policies.
• Policy Implementation: Help develop and enforce HR policies, ensuring compliance with local labor regulations.
• Workforce Planning: Collaborate with department heads to identify staffing needs and support workforce planning initiatives.

5. Personal Assistance

• Personal Commitments: Manage personal appointments, travel, and other personal tasks for the Founder.
• Confidentiality & Security: Handle personal financial and investment information with utmost discretion.

Qualifications & Skills

Education & Experience

• Bachelors degree in Business Administration, Human Resources, Finance, or a related field (preferred).
• 6 months- 3 years of proven experience in executive assistance with exposure to administration, finance, HR, and operations.
• Educational background from CBSE, ICSE, or IB curriculum (15/16 years of English medium education)

• Technical Proficiency
• Comfortable using MS Office (Word, Excel, PowerPoint, Outlook)

Soft Skills

• Organizational Excellence: Strong ability to juggle multiple tasks, prioritize effectively, and meet deadlines.
• Communication: Excellent written and verbal communication skills; professional and courteous demeanor.
• Discretion & Integrity: Proven track record of handling sensitive information with confidentiality.
• Attention to Detail: Meticulous in financial record-keeping, scheduling, and documentation.
• Proactivity & Adaptability: Self-starter who anticipates needs, adapts to shifting priorities, and takes initiative to solve problems.

Personal Attributes

• People Skills: Ability to interact with diverse stakeholders, from new hires to senior executives.
• Team-Oriented: Collaborates effectively with internal teams and external partners.
• Problem-Solver: Demonstrates a resourceful approach to challenges and sees them through to resolution.

Why Join Us?

• Leadership Exposure: Work closely with the Founder & Managing Director, impacting key decisions and organizational growth.
• Broad Experience: Expand your skillset through hands-on involvement in finance, HR, recruitment, and operational processes.
• Growth Opportunities: Develop expertise in high-level executive support while contributing to strategic initiatives.
• Dynamic Culture: Join a supportive, collaborative environment where your contributions truly matter.