Executive Assistant To Director - Ad Agency, Tardeo, Mumbai

We are looking for a highly organized and proactive Executive Assistant to the Director with at least 3 years of experience in the service industry. The ideal candidate will be responsible for providing high-level administrative and strategic support, ensuring seamless coordination of daily tasks and priorities. This role requires excellent communication, organizational, and problem-solving skills, along with the ability to thrive in a fast-paced digital marketing agency.

Key Responsibilities

Executive Support & Administration:

• Manage the Directors calendar, schedule meetings, and coordinate appointments efficiently.
• Handle email correspondence, draft communications, and maintain follow-ups on key action items.
• Prepare and organize presentations, reports, and documents for meetings, ensuring accuracy and attention to detail.
• Coordinate travel arrangements, itineraries, and accommodations for domestic and international trips.
• Ensure confidentiality and discretion while handling sensitive information.

Operations & Coordination:

• Act as a liaison between the Director and internal teams, ensuring smooth communication across departments.
• Support in organizing and coordinating team meetings, client calls, and agency events.
• Track and follow up on key project deadlines and deliverables to ensure timely execution.
• Assist in hiring processes, onboarding new team members, and maintaining operational documentation.

Client & Stakeholder Management:

• Serve as a point of contact for clients, vendors, and key external stakeholders on behalf of the Director.
• Maintain strong professional relationships with internal and external contacts.
• Assist in preparing client proposals, contracts, and agreements, ensuring compliance with agency policies.

Research & Strategic Support:

• Conduct industry research, competitor analysis, and data gathering to support decision-making.
• Monitor industry trends, digital marketing updates, and emerging technologies.
• Assist in creating reports and insights for business growth, marketing strategies, and operational improvements.

Required Qualifications & Skills

Experience & Industry Knowledge:

• Minimum 4 years of experience in a service industry (digital marketing, advertising, consulting, or similar).
• Prior experience as an Executive Assistant, Personal Assistant, or Operations Coordinator is preferred.

Technical & Professional Skills:

• Proficiency in Microsoft Office (Excel, Word, PowerPoint), Google Workspace (Docs, Sheets, Slides), and calendar management tools.
• Strong research skills and ability to analyze data and industry trends.
• Tech-savvy with knowledge of digital tools, project management software (Trello, Asana, Notion), and CRM platforms.

Soft Skills & Work Ethic:

• Excellent verbal and written communication skills to interact effectively with stakeholders.
• Exceptional organizational and multitasking abilities to handle multiple responsibilities seamlessly.
• Strong problem-solving skills and adaptability to navigate a fast-paced ad agency environment.
• Attention to detail to ensure accuracy in reporting, scheduling, and documentation.
• People-oriented mindset with the ability to build and maintain strong relationships.
• Proactive approach with a keen sense of ownership and accountability.
• Discretion and confidentiality in handling sensitive business matters.

What We Offer

• Opportunity to work closely with senior leadership and gain strategic business exposure.
• Dynamic and fast-paced work culture within a leading digital marketing agency.
• Career growth opportunities in operations, strategy, and leadership roles.
• Competitive salary, benefits, and a supportive team environment.

If you are a highly motivated professional looking for an exciting role in a high-energy, digital-first workplace, we encourage you to apply!