Executive Assistant To Managing Director

JOB DESCRIPTION FORM

Position Title

Executive Assistant (EA)

Business Vertical

M&C Group

Functional Area

EA

Reporting To

CMD

Educational Qualification Required

UG

Experience Required

5+ Years

Job Summary

The Executive Assistant to the Chairman and Managing Director (CMD) plays a pivotal role in providing high-level administrative support to the CMD and facilitating the efficient operation of executive functions within the organization. This individual acts as a key liaison between the CMD and internal/external stakeholders, manages complex schedules, coordinates meetings, and handles confidential information with discretion and professionalism.

Roles and Responsibilities

• Manage the CMD's calendar, including scheduling meetings, appointments, and travel arrangements.
• Prioritize and coordinate the CMD's daily activities, ensuring efficient use of time and resources.
• Prepare and organize materials for meetings, presentations, and conferences.
• Handle correspondence, phone calls, and emails on behalf of the CMD, responding promptly and appropriately.
• Serve as the primary point of contact for the CMD, screening and directing inquiries as needed.
• Facilitate communication between the CMD and internal/external stakeholders, including senior executives, clients, and board members.
• Draft and edit documents, reports, and presentations on behalf of the CMD, ensuring accuracy and professionalism.
• Maintain confidentiality and discretion when handling sensitive information and documents.
• Organize and maintain electronic and physical files, records, and databases.
• Conduct research and gather data as requested by the CMD, providing summaries and analysis as needed.
• Coordinate logistics for meetings, including room reservations, catering, and audio-visual equipment setup.
• Prepare agendas, meeting materials, and presentations, distributing them to attendees in advance.
• Take meeting minutes, track action items, and follow up on outstanding tasks to ensure timely completion.
• Assist the CMD in managing various projects and initiatives, tracking progress and deadlines.
• Collaborate with other members of the executive team and department heads to coordinate cross-functional projects.
• Provide administrative support for special events, conferences, and corporate functions as needed.
• Cultivate positive relationships with internal and external stakeholders on behalf of the CMD.
• Represent the CMD in a professional and courteous manner in all interactions.
• Anticipate the needs of the CMD and proactively address them to enhance productivity and effectiveness.
• Proven experience as an executive assistant or similar role supporting C-level executives.
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
• Strong written and verbal communication skills, including professional etiquette and diplomacy.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Discretion and confidentiality when handling sensitive information and documents.
• Ability to work independently with minimal supervision and as part of a team in a fast-paced environment.
• Flexibility to adapt to changing priorities and deadlines.
• This position typically operates in a professional office environment.
• Flexible work hours may be necessary to accommodate the CMD's schedule and business needs.
• Occasional travel may be required for meetings, conferences, or events

Key Competencies Required:

Functional Competencies

Behavioural Competencies

Administrative Support

Communication

Information Management

Problem-Solving

Meeting Coordination and Documentation

Decision-Making

Project Assistance

Professionalism

Technology Proficiency

Adaptability

Discretion and Confidentiality

Time Management