Executive Assistant To Managing Director

We are seeking a proactive and highly organized Executive Assistant to support the Managing Director in day-to-day operations, coordination, and confidential tasks. The ideal candidate will bring 3-5 years of experience as an EA/Secretary, strong follow-up and coordination skills, and the ability to manage calendars, communications, and documentation with accuracy and discretion. Candidates with office coordinator backgrounds who demonstrate steady administrative experience are welcome; targeted training will be provided to align with performance standards.

Role & responsibilities

The role would encompass a variety of responsibilities, including and not necessarily limited to the following points:

• Executive support & calendar management: Manage schedules, prioritize meetings, coordinate travel and logistics, and ensure timely preparation of agendas, briefs, and minutes.
• Follow-ups & task tracking: Drive relentless follow-ups with internal teams and external stakeholders to ensure closure on commitments, deadlines, and action items; maintain trackers and reminders.
• Communication & correspondence: Draft and vet emails, letters, and notes; maintain professional and respectful communication on behalf of the MD; ensure error-free documentation.
• Documentation & MS Office: Prepare reports, presentations, and spreadsheets using MS Word and Excel; maintain organized digital and physical filing systems.
• Coordination & liaison: Interface with departments, clients, vendors, and visitors; coordinate meetings, reviews, and events; ensure smooth office administration.
• Confidentiality & discretion: Handle sensitive information with absolute confidentiality and maintain professional integrity at all times.
• Shorthand/notes: Take quick notes/minutes; shorthand knowledge or fast note-taking ability is preferred.
• Personal assistance (as required): Provide selective personal task support to the MD as assigned.

Preferred candidate profile

In order to perform your role well, the following qualities will be required:

• Educational Qualification: Graduate from any college however a secretarial college or equivalent administrative program will be a plus.
• Experience: 3-5 years as an EA/Secretary to MD/CEO or as an office coordinator with steady admin experience.
• Technical Skills: Proficiency in MS Office (especially Excel and Word); shorthand or fast note-taking is an advantage.
• Communication: Excellent English clear written and verbal communication with strong formatting and presentation sense.
• Follow-up excellence: Demonstrated ability to independently pursue updates, close open loops, and escalate risks early.
• Work ethic & attributes: Honest, reliable, disciplined, and organized with a calm, service-oriented approach. Shows job stability without frequent switches.

• Location/Commute: Resides within practical commuting distance preferably under 45 mins travel time from our office; consistent daily availability.

Good to have skills:

• Experience managing senior-executive calendars in fast-paced environments.

• Ability to prepare executive briefs, dashboards, and simple reports in Excel/Word.

• Familiarity with basic office protocols, vendor coordination, and meeting/event logistics.

• Shorthand proficiency. Ideal Candidate Profile:

• Detail-oriented, dependable, and respectful in all interactions; maintains strict confidentiality.

• Proactive problem-solver with strong ownership, urgency, and polished etiquette.

• Not seeking a conventional 9-5 secretary role but ready for a dynamic, high-responsibility position.