Executive Assistant to Managing Director

Job title  –  Executive Assistant to Managing Director

Location  – Mumbai (HO)
Reporting To: MD

Key Responsibilities
1.
Calendar, Communication & Coordination
Manage and maintain the MD's daily, weekly, and monthly calendar, scheduling meetings, teleconferences, and international calls across multiple time zones.
Review and prioritize all incoming communication (emails, calls, correspondence), summarize key points, and prepare action items or responses as required.
2.
Meeting Planning & Review Management

· Plan and organize internal meetings such as Strategic, HOD, and Sales
Review Meetings.

· Prepare meeting agendas, consolidate required information, and share pre
- read materials with the MD.

3.
Documentation Management & Business Support
Prepare, review, and organize key business documents such as agency agreements, trade contracts, and official correspondence with principals and customers across Printing, Packaging, and Industrial Products verticals.
4.
Workflow, Email & Information Management
Maintain and update email templates for recurring communication (meeting invites, document requests, travel briefings, etc.).
Ensure timely communication between MD and departments, acting as the link for decisions and information flow.

5.
Time Management & Daily Prioritization Discipline

· Maintain a weekly summary of completed vs pending tasks to identify trends,
delays, and follow-up requirements.

6.
Social Media & Professional Representation

7.
Cross-Functional & Administrative Support
Serve as a bridge between the MD's office and all departments (Sales, CRM, Finance, SCM, HR, Admin) for coordination, data exchange, and progress.
Ensure smooth coordination during visits from principals, clients, or management guests.
Qualification, Skills & Competencies

Education:

Graduate in Business Administration, Commerce, or related field.

Experience:

5–7 years of experience as an Executive Assistant or Senior Administrative professional supporting senior management, preferably in a trading or manufacturing organization.

Languages:

English (mandatory);
Hindi or regional language preferred.
Strong communication and interpersonal skills (verbal and written).
Excellent organizational, multitasking, and prioritization skills.
High integrity and discretion in handling confidential information.
Strong analytical and business understanding.
Proficiency in  MS Office (Excel, PowerPoint, Word, Outlook)  and CRM usage.
Ability to draft professional correspondence and social media content.
Proactive, disciplined, and resourceful approach with attention to detail.