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Executive Assistant to Managing Director

3 months ago

Mumbai, Maharashtra, India CMA CGM Full time

Job Title : Executive Assistant

Department : Management

Reporting To : Managing Director

Location : Mumbai

Short Brief on role:

This role is responsible for providing comprehensive support and managing the organization's office operations, by working closely with the MD. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Key Responsibilities:


• To drive various projects across the business and provide strategic, analytical, operational support for decision-making.


• Support in reviewing and monitoring business performance in terms of operational and financial strategies across the business.


• Monitoring and analyzing the external business environment to provide inputs in facilitating business growth.


• Devise market intelligence approach in analyzing competition in terms of product, pricing & customer.


• Provide regular Management Information System (MIS) and dashboard to measure and ensure the effectiveness of strategies.


• Calendar management: Prioritize inquiries and requests, make judgements and recommendations to ensure smooth day-to-day engagements.


• Arrange and handle Meetings and events: Schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.


• Complete a broad variety of administrative tasks that facilitate the M.D.'s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.


• Serve as the primary point of contact for internal and external Stakeholders on all matters pertaining to the M.D., including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect MD's style and organization policy.


• Work closely with the MD to keep them well informed of upcoming commitments and responsibilities, following up appropriately.


• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed


• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the MD and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the MD.


• Work with the Executive Team to coordinate the MD's outreach activities.


• Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.


• Provide event management support as requested.


• Provide hospitality to all guests and help to create a welcoming environment.

Key Performance Standards:


• Meeting Preparation and Implementation: Research and filter information, Flawless execution of pre-meeting, meeting proper, and post-meeting stages.


• Appointment Coordination


• Office Communication: Writes clear, concise correspondence, Proofreads all material for errors, omission, and consistency. Adept at delivering difficult messages in a tactful manner.


• Teamwork and Collaboration:

Networks across the organization.


• Applies emotional intelligence by facilitating situations for a positive outcome.

Requirements and Specific Skills:

MBA from Tier-1 or 2 Institute.

Worked in the strategy domain for more than 5years.

At least 5+ years of experience in the Business Analyst, EA OR Similar profile.