Executive Assistant To Managing Director

ROLE PURPOSE

The EA Operations will work closely with the Managing Director to drive execution, operational discipline and cross-functional coordination across the organization. The role will act as an extension of the MD in tracking key priorities, monitoring business performance, coordinating with functional heads and ensuring that decisions taken by the MD are translated into timely action.

IDEAL CANDIDATE PROFILE

Experience:
4-10 years

Preferred Background:

• Executive Assistant
• Operations Coordinator
• Project Coordinator
• Business Coordinator
• Office Manager
• PMO Executive

Education:
Graduate

Preferred:
MBA / Operations / Administration

NON-NEGOTIABLE TRAITS

1. Relentless Follow-Up
2. High Ownership
3. Strong Communication
4. Fast Learner
5. Emotionally Mature
6. Process Oriented
7. Highly Organized
8. Proactive
9. Disciplined
10. Comfortable Challenging People Respectfully

KEY RESPONSIBILITIES

• Act as a proactive business partner to the MD, supporting and tracking key operational, strategic and business priorities across the organization.
• Maintain and manage the Master Delegation Tracker for all tasks and commitments assigned by the MD, ensuring clear ownership, timelines and closure.
• Coordinate and follow up with Sales, Finance, HR, Operations, Logistics, Production and other functions to ensure timely execution of priorities.
• Manage the MD's complete calendar, including domestic and international meetings, appointments, business commitments, travel schedules and personal/professional engagements, ensuring effective prioritization and time management.
• Coordinate domestic and international travel, including itineraries, meetings, schedules and other related arrangements as required.
• Manage key meetings including agenda preparation, MOM, action tracking and closure follow-up.
• Coordinate interviews and recruitment discussions involving the MD, including scheduling, candidate coordination, briefing, documentation and follow-up.
• Identify and proactively escalate delays, bottlenecks, non-performance and critical operational issues, along with relevant facts and possible solutions.
• Prepare and submit a daily execution dashboard to the MD covering key priorities, progress, pending actions, exceptions and escalations.
• Track employee requests, concerns and issues (Help Slip” management) and ensure they are routed to the appropriate function and followed through to closure.
• Prepare and analyze MIS, dashboards and business reports, providing the MD with timely insights on performance, risks and areas requiring intervention.
• Support the MD on strategic projects, process improvements, special assignments and cross-functional initiatives, driving them through to completion.
• Ensure adherence to defined SOPs, systems, processes and checklists, and flag deviations or gaps to the MD.
• Maintain organized records, documents, correspondence and confidential information required by the MD.
• Anticipate the MD's requirements, proactively identify issues and opportunities, and bring relevant information and recommendations before being asked.
• Maintain high standards of ownership, confidentiality, organization, discretion, follow-through and execution discipline.
• Success in the role will be measured by effective calendar and time management, timely closure of MD priorities, quality and speed of reporting, effective follow-up, proactive escalation, SOP compliance and overall improvement in execution discipline across the organization.