Executive Assistant to Md

4 days ago

Bengaluru, India Engage Digital Partners Full time

**Job Description: Executive Assistant to Managing Director**

**Position Summary**:
The Executive Assistant to the Managing Director (MD) plays a critical role in providing high-level administrative and organisational support to the MD. This position requires exceptional attention to detail, strong communication skills, and the ability to handle confidential information with the utmost discretion. The Executive Assistant will be responsible for coordinating and managing the MD's schedule, handling communications, preparing reports, and assisting in various executive tasks. This position requires a proactive, efficient, and adaptable individual who can work effectively in a fast-paced and dynamic environment.

**Key Responsibilities**:

- ** Calendar Management**: Manage the MD's daily calendar, including scheduling and coordinating appointments, meetings, and conferences. Ensure the MD's time is optimised efficiently
- **Travel Arrangements**: Coordinate all travel arrangements for the MD, including flight bookings, hotel accommodations, transportation, and travel itineraries
- **Document Preparation**: Assist in the preparation of documents, presentations, and reports for internal and external meetings. Proofread and edit materials to maintain accuracy and consistency
- **Meeting Support**: Prepare agendas, take meeting minutes, and distribute materials for meetings attended by the MD. Follow up on action items and ensure timely completion
- **Data Management**: Organize and maintain records, files, and documents related to the MD's activities. Ensure all information is up-to-date and easily accessible
- **Project Coordination**: Support the MD in various projects, coordinating activities, and ensuring deadlines are met. Collaborate with other departments as needed
- **Event Planning**: Assist in organizing company events, conferences, and special occasions, both internal and external, as directed by the MD
- **Confidentiality**:Maintain strict confidentiality of sensitive information and exercise discretion in handling confidential matters
- **Administrative Support**: Provide general administrative support to the MD, including expense management, invoicing, and other ad-hoc tasks as required

**Qualifications and Requirements**:

- Bachelor's degree or Master’s degree equivalent work experience
- Proven experience as an Executive Assistant, Executive Associate, or similar role supporting top-level executives
- Excellent organizational and time management skills, with the ability to multitask and prioritize effectively
- Strong verbal and written communication skills, including exceptional grammar and spelling
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
- Detail-oriented with a high level of accuracy in work output.
- Ability to work independently, anticipate needs, and make decisions in the absence of specific instructions
- Demonstrated professionalism, poise, and ability to maintain composure under pressure
- Ability to build and maintain relationships with board members, business partners and other stakeholders
- Flexibility to work outside regular business hours when necessary
- Experience in handling sensitive and confidential information with discretion and confidentiality

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