Executive Assistant To Director

Job Description Executive Assistant

Department: Director’s Office
Location: Chennai
Reporting To: Director

Job Summary

We are looking for a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and executive support to the Director. The role will involve managing schedules, coordinating meetings and travel, handling confidential information, and facilitating communication with international clients, business partners, and internal stakeholders.

The ideal candidate should possess excellent communication and coordination skills, strong attention to detail, and the ability to work effectively in a fast-paced, business-oriented environment.

Key Responsibilities

• Manage the Director’s calendar, appointments, meetings, and daily schedule.
• Coordinate and schedule meetings with international clients, customers, business partners, and stakeholders across different time zones.
• Act as a key point of contact between the Director and international clients, ensuring timely communication and follow-up.
• Coordinate client meetings, video conferences, presentations, and business discussions.
• Prepare meeting agendas, presentations, reports, minutes of meetings, and other business documents.
• Follow up on action items and ensure timely closure of commitments discussed during meetings.
• Handle professional correspondence, emails, and communications on behalf of the Director.
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, transportation, and itineraries.
• Maintain confidentiality of sensitive business, financial, client, and organizational information.
• Coordinate with internal departments to obtain information, updates, and reports required by the Director.
• Support the Director in coordinating international business activities, client requirements, and commercial discussions.
• Maintain and update client records, contact databases, meeting schedules, and follow-up trackers.
• Monitor important deadlines, commitments, and pending actions and provide timely reminders to the Director.
• Assist in preparing business reports, MIS, presentations, and management dashboards.
• Coordinate with senior management and external stakeholders to ensure smooth execution of business activities.
• Organize and coordinate conferences, business meetings, client visits, and corporate events.
• Handle confidential documents and ensure proper filing and record maintenance.
• Perform other administrative and executive support activities as assigned by the Director.

International Client Coordination

• Communicate professionally with international clients and overseas business partners through email, phone, and virtual meetings.
• Understand client requirements and coordinate internally for timely responses and resolution.
• Follow up with clients on pending documents, approvals, meetings, and business requirements.
• Coordinate across different time zones and ensure timely scheduling of international meetings.
• Maintain professional relationships with international stakeholders and ensure a high level of responsiveness.
• Support the Director in preparing for international client meetings and business discussions.

Required Skills & Competencies

• Excellent verbal and written communication skills in English.
• Strong interpersonal and stakeholder management skills.
• Experience in coordinating with international clients or overseas stakeholders will be preferred.
• Excellent organizational and time-management skills.
• Strong follow-up and coordination abilities.
• Proficiency in MS Office, particularly MS Excel, Word, PowerPoint, and Outlook.
• Ability to prepare professional presentations, reports, and business correspondence.
• Strong attention to detail and ability to maintain confidentiality.
• Ability to manage multiple priorities and work under tight deadlines.
• Professional appearance, attitude, and executive presence.
• Willingness to coordinate meetings outside regular working hours when required due to international time zones.

Qualification & Experience

• Bachelor’s degree in Business Administration, Management, Commerce, or a related field.
• 5–8 years of experience as an Executive Assistant, Personal Assistant, Executive Secretary, or similar role.
• Experience supporting a Director, CEO, MD, or senior management executive will be preferred.
• Experience in international client coordination / export-import / international business will be an added advantage.

Preferred Profile

Candidates with experience in International Business, Export/Import, FMCG, Manufacturing, Trading, or Corporate Office environments and strong exposure to international client coordination will be preferred.