Executive Assistant To the Managing Director

Job Description

Position: Executive Assistant to the Managing Director
Reporting to: Managing Director / HR
Minimum Qualification: Master/Graduate from any stream (B. Com, B.A., B.Sc.,
M.Com., M.A., M.Sc.)
Requirements: We are looking for a detail-oriented, highly organized and proactive Personal Assistant/Secretary with excellent command of English and strong computer skills. The ideal candidate will be responsible for managing day-to-day administrative tasks, drafting correspondence, and maintaining confidentiality in all aspects of the role. Knowledge of stenography and shorthand would be an added advantage.
Experience: Minimum 3-5 years in the same/similar profile.
Job Responsibilities: Primarily coordinate MDs work with other officials.
Draft and proofread letters, emails, and other correspondence with impeccable grammar and accuracy. Manage executive schedules, arrange meetings, and handle travel bookings. Prepare reports, presentations, and documents as required.
Maintain and organize confidential files, ensuring secure storage and restricted access. Screen phone calls and emails, prioritizing communication while maintaining discretion.
Coordinate with internal and external stakeholders, ensuring smooth communication. Utilize MS Office and other software tools to prepare professional documents and reports. Ensure efficient handling of office equipment and processes, with a strong focus on time management.
Qualifications: Proven experience as a Personal Assistant or Secretary. Excellent written and verbal English communication skills, with a focus on professional correspondence. Proficiency in MS Office (Word, Excel, PowerPoint) and strong typing skills. Ability to handle sensitive information with utmost confidentiality and professionalism.
Strong organizational and multitasking abilities, with attention to detail.
This role requires discretion, professionalism, and a high level of proficiency in both English and computer skills.
Calendar Management: Schedule meetings inside and outside the office: prepare any documentation which may be required and deal with necessary catering or other practical arrangements. Greet clients, visitors and the employees of the company. Re-direct the guests, visitors to the appropriate official and when team members are unavailable, act as the first point of contact for requests and queries, maintaining the appropriate level of confidentiality.
Administrative Support: Managing the admin tasks given from time to time. Manage email correspondence, if required, answer incoming mail, screen telephone calls, and type and proof correspondence.
Travel Arrangements: Arrange and coordinate travel, including flights, hotels, transportation, and itineraries for MD, MDs family and company stakeholders. Prepare travel expense reports.
Documentation: Maintain the record of expenses from the petty cash given and submit the report at the end of every week to the Accounts officer and a copy to HR. Work under general direction and minimal supervision; plans, schedules, and arranges own activities.
Work is reviewed for soundness of judgment and accuracy.