Executive Assistant

An Executive Assistant to the Managing Director (MD) provides high-level administrative support by managing the MD's complex calendar, coordinating meetings, handling confidential information, arranging travel, preparing reports, and acting as a primary point of contact for internal and external stakeholders, ensuring efficient communication and smooth day-to-day operations while maintaining discretion and strong organizational skills; essentially acting as a trusted gatekeeper to the MD's time and priorities.

Key responsibilities may include:

• Calendar Management:

Proactively manage the MD's calendar, scheduling meetings, appointments, and prioritizing tasks to optimize their time.

• Communication Management:

Filter and respond to emails, phone calls, and other communications, directing urgent matters to the MD and handling routine inquiries independently.

• Meeting Coordination:

Prepare agendas, gather necessary materials, book meeting rooms, and take detailed minutes for important meetings.

• Travel Arrangements:

Plan and coordinate complex domestic and international travel, including booking flights, accommodations, and ground transportation.

• Report Preparation:

Compile and prepare presentations, reports, and other documents for the MD, including data analysis and information gathering.

• Stakeholder Liaison:

Act as a primary point of contact for internal and external stakeholders, managing communication and coordinating requests.

• Confidentiality:

Maintain strict confidentiality regarding sensitive information related to the company and the MD.

• Project Support:

Assist the MD with special projects, including research, data analysis, and creating purchase orders and Purchase follow-up actions, follow up actions with marketing team for implementation and reporting.

• Administrative Tasks:

Manage expense reports, maintain filing systems, and handle other administrative duties such as AMC, as needed.

Required Skills:

• Exceptional Organizational Skills: Ability to manage multiple priorities and deadlines effectively.
• Strong Communication Skills: Excellent written and verbal communication to interact with diverse stakeholders.
• Proficiency in Microsoft Office Suite: Expertise in managing calendars, email, and creating professional documents.
• Discretion and Confidentiality: Ability to handle sensitive information with utmost confidentiality.
• Anticipatory Thinking: Proactive ability to identify potential issues and proactively address them.
• Adaptability and Flexibility: Ability to adjust to changing priorities and demands quickly.

Relevant Experience:

• 3-7 years of experience as an Executive Assistant, preferably supporting senior executives.
• Proven track record of managing complex calendars and coordinating high-level meetings.
• Experience with managing confidential information and maintaining discretion.Role & responsibilities

Preferred candidate profile

Perks and benefits