Executive Assistant to Managing Director

Role: Executive Assistant – MACCIA & WILL

Location: Nariman Point,Mumbai

Experience: 2–4 Years

Budget: ₹35,000–₹40,000 per month

Reporting To: Managing Partner

Key Responsibilities

1. Coordination & Stakeholder Management

● Act as the primary coordination point between the Managing Partner and teams/stakeholders across MACCIA and WILL.

● Coordinate with internal teams, external stakeholders, vendors, speakers, guests, and event partners.

● Follow up on assigned tasks and ensure timely completion.

● Maintain clear communication and ensure that important information is effectively communicated between all concerned parties. 2. Calendar & Schedule Management

● Manage and maintain the Managing Partner's calendar across both organisations.

● Schedule and coordinate meetings, appointments, calls, conferences, and other engagements.

● Ensure appropriate scheduling and avoid conflicts between commitments.

● Provide timely reminders and updates regarding meetings and important events.

● Coordinate travel and other logistical arrangements, wherever required.

3. Event Management & Coordination

● Coordinate and assist in organising events, conferences, meetings, seminars, networking sessions, and other programmes.

● Coordinate with venues, vendors, speakers, guests, and participating organisations.

● Prepare event schedules, checklists, guest lists, and other event-related documents.

● Ensure that all logistical and administrative arrangements are completed on time.

● Be present at events, wherever required, to assist with on-ground coordination and execution.

4. Documentation & MIS

● Prepare and maintain documents, trackers, schedules, meeting notes, and follow-up sheets.

● Maintain accurate records using Google Sheets/Excel and Google Docs/MS Word.

● Prepare basic MIS reports and status updates for the Managing Partner.

● Track action items arising from meetings and follow up with relevant stakeholders.

5. Administrative Support

● Assist the Managing Partner with day-to-day administrative and organisational requirements.

● Prepare meeting agendas and collate relevant documents and information before meetings.

● Handle confidential information with discretion.

● Monitor pending tasks and ensure timely follow-ups.

● Support the Managing Partner in coordinating professional engagements across both organisations.

Required Skills & Qualifications

● 2–4 years of experience as an Executive Assistant, Personal Assistant, Coordinator, Event Coordinator, or similar role.

● Excellent coordination and organisational skills.

● Strong event management and execution skills.

● Excellent verbal and written communication skills.

● Fluency in Marathi is mandatory/preferred, along with proficiency in English and Hindi.

● Strong working knowledge of Google Sheets, Google Docs, MS Excel and MS Word.

● Good calendar and schedule management skills.

● Ability to manage multiple tasks and priorities simultaneously.

● Strong follow-up skills and attention to detail.

● Ability to work independently and take ownership of assigned responsibilities.

● Professional, presentable, proactive, and comfortable interacting with senior stakeholders

Key Competencies

● Coordination & Follow-up

● Event Management

● Calendar Management

● Stakeholder Management

● Communication Skills

● Time Management

● Documentation & Reporting

● Problem-Solving

● Attention to Detail

● Confidentiality & Professionalism

Pay: ₹30,000.00 - ₹40,000.00 per month

Work Location: In person