EA to MD

Executive Assistant to Managing Director (MD)

Location: Pune

Reporting To: Managing Director (MD)

Position Summary

The Executive Assistant to the Managing Director will provide high-level executive, administrative, and strategic support to ensure the smooth and efficient functioning of the MD's office. The role demands exceptional organizational skills, stakeholder management, business acumen, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Manage the MD's calendar, appointments, meetings, and travel schedules.
• Prioritize daily activities and ensure effective time management.
• Screen, manage, and respond to emails, correspondence, and communications.
• Prepare reports, presentations, agendas, meeting minutes, and business documents.
• Maintain organized records and manage information flow across functions.

Strategic Coordination & Business Support

• Analyse business data and prepare insights to support decision-making.
• Interpret complex information and provide actionable recommendations.
• Support strategic initiatives and executive priorities driven by the MD.
• Assist in tracking business performance and management reporting.

Meeting & Stakeholder Management

• Organize leadership meetings, business reviews, board meetings, and executive discussions.
• Prepare Minutes of Meetings (MoMs) and monitor closure of action items.
• Coordinate with internal departments and external stakeholders to ensure timely execution of deliverables.
• Act as a liaison between the MD and key stakeholders.

Communication & Relationship Management

• Serve as the primary point of contact for internal and external communications on behalf of the MD.
• Draft, review, and coordinate official correspondence and presentations.
• Build and maintain strong relationships with senior leaders, partners, clients, and government authorities.

Project Coordination

• Drive cross-functional coordination for strategic and business-critical projects.
• Monitor project timelines, milestones, and reporting requirements.
• Follow up with stakeholders to ensure timely completion of commitments.

Travel & Event Management

• Manage domestic and international travel arrangements, including visas, accommodation, and itineraries.
• Coordinate leadership events, conferences, executive visits, and town halls.

Governance & Confidentiality

• Handle sensitive and confidential information with the highest level of discretion.
• Maintain executive records, contracts, and key documentation.
• Ensure adherence to organizational policies, governance standards, and compliance requirements.

Qualifications

• Bachelor’s degree in business administration, Commerce, Management, or a related field.
• MBA or Executive Assistant certification preferred.

Experience

• 8-10 years of experience supporting C-suite executives, Managing Directors, CEOs, or senior leadership.
• Experience working in multinational organizations is a must.

Key Skills

• Executive calendar and office management
• Data analysis and interpretation
• Strategic planning and project coordination
• Stakeholder and relationship management
• Meeting management and MoM tracking
• Presentation and report preparation
• Advanced proficiency in MS Office (Excel, PowerPoint, Word, Outlook)
• Strong communication and interpersonal skills
• Organizational, multitasking, and follow-up skills
• High attention to detail, discretion, and confidentiality