Executive Assistant to Managing Director

Job Description: Executive Assistant

Position Overview:

We are seeking a proactive and detail-oriented Executive Assistant to provide high-level of administrative support to our Director/ Management. The ideal candidate will play a crucial role in ensuring smooth coordination across departments and office functioning, managing schedules, and driving timely follow-ups on tasks and deliverables. This position requires work from our office and demands strong organizational, communication, and multitasking skills.

Key Responsibilities:

1. Calendar Management:

a. Plan, organize, and manage the Director's schedule.

b. Coordinate and schedule meetings, appointments and events with internal teams and external stakeholders.

1. Meeting Coordination:

a. Prepare detailed meeting agendas and ensure distribution before meetings.

b. Record and compile Minutes of Meetings (MOM) with actionable points and deadlines.

c. Track and follow up on assigned tasks and deliverables with department heads to ensure timely completion.

1. Communication Management:

a. Draft, proofread, and manage emails and correspondence on behalf of the Director.

b. Handle professional communication with excellent email etiquette and attention to detail.

1. Liaison:

a. Act as a bridge between the Director and department heads, ensuring effective and clear communication.

b. Address routine inquiries and redirect issues to the appropriate department as needed.

c. Collaborate with the finance team to ensure timely processing of vendor payments and bill bookings.

d. Assist the Recruitment team in scheduling interviews with the Directors for Key positions.

e. Work with the sales team to complete vendor registration processes and prepare necessary business documents.

f. Support HR in SOP preparations, documentation, and ensuring smooth coordination between departments for new hires.

1. Travel Coordination:

a. Make travel arrangements as per requirements while ensuring alignment with business and budget guidelines.

b. Prepare and share detailed travel itineraries with stakeholders in advance.

1. Administrative Support & Document Handling:

a. Proactively provide relevant information and data to assist the manager in business presentations and meetings.

b. Maintain, organize, and securely handle confidential documents for easy retrieval and compliance.

c. Handle confidential information with integrity and discretion.

1. Business Document Preparation:

a. Draft, review, and proofread business documents such as contract agreements, vendor agreements, and Service Level Agreements etc., to ensure accuracy and compliance.

b. Coordinate with relevant stakeholders for approvals and secure storage of finalized documents.

c. Prepare necessary documents required for tendering and bidding processes as per requirements.

d. Secure and maintain legal and compliance documents to meet regulatory and audit requirements.

Key Qualifications:

· Education: MBA/ BBA or any Post Graduation Degree from a recognized institution.

· Experience: Minimum 2+ years of experience as EA or similar role with administrative or secretarial experience, preferably in the IT or tech industry.

· Skills:

o Exceptional written and oral communication skills.

o Strong organizational and multitasking abilities.

o Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendaring tools.

o Knowledge of professional email etiquette.

Personal Attributes:

· High level of professionalism and a positive attitude.

· Ability to work under pressure and meet tight deadlines.

· Self-motivated, resourceful, and detail oriented.

Work Environment:

· Full-time, in-office position.

· Collaborative and fast-paced IT infrastructure firm.

Why Join Us?

We offer a dynamic work environment with opportunities for growth and skill enhancement. Be part of a forward-thinking organization where your contributions directly impact the success of the business.

Job Type: Full-time

Pay: ₹220, ₹320,000.00 per year

Benefits:

• Health insurance
• Provident Fund

Application Question(s):

• Do you have meeting coordination experience?
• Are you located in Ernakulam, Kerala?

Experience:

• Calendar management: 1 year (Required)

Work Location: In person