Executive Assistant To Managing Director

Role & responsibilities

JOB PURPOSE:

To provide high-level executive support to the Managing Director by efficiently managing schedules, communication, meetings, information, and key follow-ups, while ensuring confidentiality, timely execution, and seamless coordination with internal and external stakeholders.

Job Descriptions

Key Responsibilities

Description Business Development

1. Performance Review & Management Reporting

• Managing and coordinating all Weekly/ Monthly Performance Review (MPR) meetings with Department Heads

• Preparing Minutes of Meetings (MoM) and ensuring timely follow-up on action items with respective department heads.

• Tracking assigned tasks and updating management on progress and completion status.

• Maintaining all pending action points, follow-up items, and closure reports.

2. Calendar & Meeting Management

• Managing the Managing Director's calendar, including planning and scheduling of internal and external meetings.

• Coordinating international meetings with customers, ensuring seamless arrangements and scheduling

Monitoring and tracking monthly utilization of MDs time across planned meetings, unplanned meetings, travel, and other activities.

3. Executive Support & Coordination

• Providing comprehensive executive assistance to the Managing Director in planning business activities and strategic engagements.

• Preparing meeting materials, including one-page reports, discussion pointers, meeting agendas, and presentations.

• Organizing meeting venues, customer visits, business dinners, and related logistics.

4. Communication & Correspondence Management

• Drafting, reviewing, and sending internal and external communications on behalf of the Managing Director.

• Acting as a liaison between the Managing Director and departmental heads for effective communication and execution of directives.

5. Task Monitoring & Follow-Up

• Following up with functional heads on commitments, deadlines, and key deliverables. • Maintaining trackers for all "To-Do" activities, action plans, and management follow-up points.

6. Documentation, Data Management & Confidentiality

• Maintaining files, records, and databases in a systematic and organized manner.

• Ensuring complete confidentiality and security of sensitive information and management data.

• Managing and updating executive records and documentation for easy retrieval and reference.

7. System Administration & Approvals

• Handling approvals and workflow management in the Director's SAP system.

• Ensuring timely processing of approvals and coordination with concerned stakeholders.

8. Expense Management

• Managing the Managing Director's monthly expenses and maintaining expense records.

• Coordinating with the Accounts department for submission and processing of invoices, reimbursements, and related documentation.

Preferred candidate profile

Preferred Industry: Manufacturing

Position Title: Executive Assistant to MD Business/Vertical Corporate Department/ Function MD office Job Responsibility Level Middle Management Designation/ Grade Manager

Location Head Office Gurugram Reporting To Managing Director Direct

Reportees Individual Contributor Span of Controls No Direct Span of Control COMPETENCIES FRAMEWORK: Behavioral Competencies

Technical Competencies

Business Acumen Calendar & Schedule Management, SAP Experience

Confidentiality & Integrity Documentation & Record Management

Ownership & Accountability Travel & Meeting Management Good

Interpersonal & Communication Skills Basic Financial & Business

Understanding Prioritization & Time Management Meeting Coordination & Minutes of Meeting (MoM)

Interested candidate can also apply on [email protected]