Secretary / Executive Assistant

Job Summary

We are looking for a highly organized, proactive, and professional Executive Assistant to the Managing Director who will provide comprehensive administrative and executive support. The candidate will be responsible for managing the MD’s schedule, coordinating meetings, preparing reports, following up on assigned tasks, handling confidential information, and ensuring effective communication between the Managing Director and different departments.

Key Responsibilities

Manage and organize the Managing Director’s daily calendar, meetings, appointments, and schedules.

Coordinate internal and external meetings and ensure timely communication with all concerned persons.

Prepare meeting agendas, presentations, reports, MOMs (Minutes of Meetings), and other required documents.

Maintain a proper task tracker for assignments given by the Managing Director and follow up with respective departments until completion.

Provide daily/weekly updates to the MD regarding pending tasks, deadlines, and important matters.

Coordinate with department heads and employees on behalf of the Managing Director.

Manage emails, correspondence, calls, and other communications professionally.

Prioritize important matters requiring the Managing Director’s attention.

Arrange business travel, accommodation, meetings, and travel itineraries whenever required.

Maintain confidential company, employee, financial, and management information.

Assist the MD in monitoring departmental performance, reports, and management MIS.

Collect required data from different departments and prepare consolidated reports.

Ensure deadlines and commitments made during management meetings are properly followed.

Maintain proper records of important documents, approvals, agreements, and correspondence.

Handle visitors, vendors, clients, and other stakeholders when required.

Support the Managing Director in day-to-day administrative and coordination activities.

Required Skills

Excellent verbal and written communication skills.

Strong organizational and time-management abilities.

Excellent follow-up and coordination skills.

Proficiency in MS Excel, Word, PowerPoint, Google Sheets, and Google Workspace.

Good knowledge of MIS reporting and documentation.

Ability to prepare professional emails, reports, and presentations.

Strong attention to detail and ability to manage multiple priorities.

Professional attitude with excellent interpersonal skills.

Ability to handle sensitive and confidential information responsibly.

Strong problem-solving and decision-support abilities.

Qualification & Experience

Education: Graduate/Postgraduate in Business Administration, Management, Commerce, or a related field.

Experience: 2–5 years of experience as an Executive Assistant, Personal Assistant, Management Coordinator, or similar role.

Previous experience directly assisting a Managing Director, CEO, Director, or senior management will be preferred.

Preferred Candidate

The ideal candidate should be proactive, disciplined, detail-oriented, confident, and strong in follow-ups. The person should be capable of working closely with senior management, coordinating across departments, and ensuring that management decisions and assigned tasks are executed within defined timelines.