Executive Assistant to Managing Director

Job Purpose

The Executive Assistant will act as a key point of coordination between the Director, senior management, internal teams, external stakeholders, and other important contacts. The role requires excellent communication skills, strong follow-up abilities, attention to detail, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

Duties & Responsibilities

1. Executive Support

· Manage the Director's calendar, appointments, meetings, and daily schedule.

· Coordinate internal and external meetings on behalf of the Director.

· Prepare meeting agendas, briefing notes, presentations, reports, and other documents.

· Maintain a structured record of important meetings, discussions, and follow-up points.

· Ensure timely reminders and follow-ups on commitments made during meetings.

· Assist the Director & Board in prioritising daily tasks and appointments.

· Coordinate travel arrangements, itineraries, accommodation, and related requirements when required.

2. Communication & Coordination

· Act as a professional point of contact between the Director and internal/external stakeholders.

· Draft and proofread emails, letters, notices, presentations, and official correspondence.

· Coordinate with Heads of Departments, Principals, senior management, consultants, vendors, and other stakeholders.

· Follow up with concerned departments on matters assigned by the Director and provide status updates.

· Handle communications with professionalism and discretion.

3. Meeting & Documentation Management

· Schedule and coordinate management and review meetings.

· Prepare meeting agendas and supporting documents.

· Record minutes of meetings and maintain action-point trackers.

· Follow up with respective team members to ensure timely closure of action items.

· Maintain organised and updated records of important documents, presentations, reports, and correspondence.

4. Management Projects & Special Assignments

· Assist the Director with special projects and strategic initiatives.

· Coordinate with various departments to collect information, data, and reports.

· Prepare summaries, MIS reports, presentations, and status updates as required.

· Track deadlines and ensure timely completion of assigned projects.

· Undertake research and prepare briefing material whenever required.

5. Confidentiality & Information Management

· Handle confidential information relating to management, employees, students, finances, projects, and organisational matters.

· Maintain strict confidentiality of all sensitive discussions and documents.

· Ensure proper filing and controlled circulation of confidential information.

· Exercise sound judgement regarding information that can be shared and with whom.

6. Administrative Responsibilities

· Maintain an efficient filing and documentation system for the Director's office.

· Coordinate with administration, IT, HR, finance, and other departments as required.

· Assist in organising management events, conferences, meetings, and official visits.

· Manage correspondence and important documents requiring the Director's attention.

· Support day-to-day administrative requirements of the Director's office.

Required Skills & Competencies

· Excellent verbal and written communication skills.

· Strong organisational and time-management abilities.

· Excellent follow-up and coordination skills.

· Ability to multitask and manage competing priorities.

· Strong attention to detail and accuracy.

· Professional etiquette and interpersonal skills.

· High level of confidentiality, discretion, and integrity.

· Ability to work independently and take initiative.

· Strong problem-solving and decision-making abilities.

· Ability to work under pressure and meet tight deadlines.

· Proficiency in MS Office – Word, Excel, PowerPoint and Outlook.

· Good knowledge of preparing presentations, reports, MIS, and professional correspondence.

Qualification & Experience

· Graduate in any discipline; a postgraduate qualification will be an advantage.

· 2–3 years of relevant experience as an Executive Assistant, Personal Assistant, Management Assistant, or similar role.

· Experience supporting a Director, CEO, Trustee, Promoter, or senior management executive will be preferred.

· Experience in the education sector, corporate environment, professional services, or a similar organisation will be an advantage.

Pay: ₹35,000.00 - ₹40,000.00 per month

Benefits:

• Paid sick time
• Provident Fund

Work Location: In person