Executive Assistant To Managing Director

• Provide full executive support to Chairman & MD including calendar management, emails, meeting coordination, and travel arrangements.
• Draft and manage professional correspondence, memos, circulars, and confidential documents with zero errors.
• Prepare Minutes of Meeting (MOM) and follow up with HODs/Directors for task updates and action closure.
• Schedule and coordinate all meetings; manage meeting room bookings and ensure rooms are fully ready 10 minutes before meetings.
• Prepare meeting materials, presentations, and required documents for Chairman/MD.
• Coordinate with Admin/HR/IT for all office needs, maintenance, and internal arrangements.
• Handle VIP visitors, schedule appointments, and ensure excellent hospitality.
• Maintain daily/weekly tracking sheets for all instructions given by Chairman/MD.
• Maintain filing systems, document control, and confidential records.
• Support in preparing letters, reports, circulars, and official communication.
• Maintain the annual business calendar and support Chairman/MD in planning schedules.
• Be available during urgent situations and provide immediate coordination when required.
• Act as the primary point of contact for all internal and external stakeholders.

Key Performance Expectations

• 95% of tasks for Chairman/MD completed within deadlines.
• Zero scheduling conflicts; meeting rooms always prepared in advance.
• 100% professional communication with zero errors.
• Weekly reports and follow-up trackers submitted on time.
• Zero breach of confidentiality.
• Smooth coordination with Admin/HR/IT with same‑day resolution of issues.
• High satisfaction and positive feedback from visitors and senior management.

Desired Candidate Profile

• Highly organized, proactive, and detail-oriented EA with 7–12 years’ experience supporting Chairman/MD/CEO.
• Excellent English communication skills (Malayalam Preferred ) with ability to draft flawless professional documents.
• Proven experience in managing complex calendars, high-level meetings, and extensive travel arrangements.
• Strong follow‑up skills with HODs and Directors, ensuring tasks are completed within timelines.
• Advanced knowledge of MS Office (Outlook, Word, Excel, PowerPoint) and ability to prepare executive presentations.
• Experienced in preparing MOMs, executive briefs, meeting packs, and action trackers.
• High level of discretion, integrity, and professionalism with zero confidentiality breaches.
• Ability to remain calm under pressure and available for urgent requirements when needed.
• Strong interpersonal and stakeholder management skills; experience handling VIP guests.
• Excellent coordination with Admin/HR/IT to resolve issues quickly and ensure smooth office operations.
• Punctual, reliable, and committed to supporting senior leadership with excellence.
• Experience in GCC Country is a strong advantage.
• Experience in Retail or FMCG sector is an added advantage for this role.
• Both male and female candidates are welcome to apply.

Qualifications

• Bachelor’s Degree required (Business Administration preferred).
• Experience in a corporate group, conglomerate, or family office is an advantage.
• Strong writing, communication, and presentation skills.
• Must be capable of working in a fast-paced, executive-level environment.