Executive Assistant

The Executive Assistant will ensure the seamless coordination of executive activities, maintain effective communication across departments, and follow through on critical business matters. The ideal candidate is organized, proactive, and capable of managing multiple priorities in a fast-paced, high-stakes environment.

Responsibilities

• Serve as the primary point of contact for all internal and external communications directed to the Managing Director’s office.

• Manage the MD’s calendar, appointments, meetings, and travel schedules to ensure efficiency and punctuality.

• Draft, proofread, and manage executive correspondence, memos, reports, and presentations.

• Handle confidential information with discretion and professionalism.

• Organize and prepare management meetings — including agendas, minutes, and follow-up on action points.

• Monitor project deadlines and follow up with department heads to ensure timely execution.

• Maintain a structured and organized filing system (digital and physical) for executive documents.

• Support the MD in strategic planning, performance reporting, and business follow-up with key departments (Sales, Operations, Finance, HR).

• Track the progress of ongoing projects and provide regular updates to management.

• Review operational reports and analyze business performance data.

• Liaise between the Executive Office and departments to ensure directives are effectively communicated and implemented.

• Coordinate logistics for management reviews, client meetings, and company events.

• Act as liaison between the MD and external stakeholders, including clients, partners, and vendors.

• Draft and circulate official internal communications and announcements from the MD’s office.

• Prepare materials and presentations for management briefings and client engagements.

• Handle inquiries and follow up on issues requiring the MD’s attention.

• Oversee and coordinate special projects assigned by the MD.

• Ensure proper documentation and reporting for all executive-level projects.

• Maintain a daily and weekly activity tracker for the Executive Office.

• Identify workflow bottlenecks and propose process improvements.

• Work Hours: 9:00 AM – 5:00 PM (Monday–Friday), with occasional weekend or after-hours support.

• May involve local or interstate travel for executive assignments.

• Timeliness and accuracy of executive support tasks.
• Level of coordination between the Executive Office and departments.
• Responsiveness in executing executive directives.
• Quality of communication and reporting outputs.
• Professionalism and confidentiality maintained.

Key Deliverables

• Well-organized and efficiently managed executive calendar.

• Accurate and timely correspondence, reports, and presentations.

• Effective communication flow between Executive Office and departments.

• Timely execution of projects and action points.

• Professional representation of the MD’s office internally and externally.