Executive Assistant

Role & responsibilities

A. Executive Support to Managing Director (Primary - 50%)

1. Calendar & Schedule Management

2. Manage MD's complex calendar including board meetings, investor meetings, site visits, and external engagements

3. Proactively identify scheduling conflicts and resolve with discretion
4. Coordinate time-sensitive meetings with internal leadership and external stakeholders

5. Plan and optimize daily/weekly schedules to maximize MD's productivity

6. Communication Management

7. Screen, prioritize, and respond to emails, calls, and correspondence on behalf of MD

8. Draft professional communications, presentations, and reports for MD's review
9. Serve as primary liaison between MD and leadership team, board members, investors

10. Maintain confidentiality of sensitive business information and communications

11. Meeting Coordination & Documentation

12. Organize and coordinate board meetings, leadership meetings, and investor presentations

13. Prepare meeting agendas, briefing materials, and pre-read documents
14. Take detailed minutes and ensure timely distribution with action items

15. Track follow-up actions and deadlines from leadership meetings

16. Travel & Logistics Management

17. Arrange complex domestic and international travel including flights, accommodation, visas

18. Prepare detailed travel itineraries with meeting schedules and logistics
19. Process travel expense reports and reimbursements

20. Handle last-minute changes and emergency travel arrangements

21. Project & Task Coordination

22. Track and monitor critical projects and deliverables as directed by MD

23. Coordinate cross-functional initiatives requiring MD's oversight
24. Follow up with department heads on pending action items and deadlines
25. Maintain comprehensive filing system for MD's documents and correspondence

B. Administrative Support to HR Director (25%)

• Coordinate recruitment schedules and candidate interviews for critical positions
• Maintain recruitment trackers and hiring dashboards for leadership review
• Schedule and organize HR policy review meetings and leadership town halls
• Assist with onboarding logistics for senior hires and leadership team
• Prepare HR presentations, reports, and board updates as needed
• Coordinate with RPO partners and search consultants on documentation

C. Administrative Support to Finance Director (25%)

• Schedule budget review meetings and financial planning sessions
• Coordinate with auditors, tax consultants, and banking partners for meetings
• Maintain vendor contract files and renewal tracking systems
• Assist with preparation of financial presentations for board and investors
• Track approval workflows for capital expenditures and major purchases
• Coordinate documentation for funding rounds and investor due diligence

D. General Administrative & Office Management

• Manage office operations and ensure smooth functioning of executive office
• Coordinate with IT, admin, and facilities teams for executive office needs
• Organize company events, leadership offsites, and team-building activities
• Handle vendor management for office supplies, stationery, and pantry
• Maintain confidential personnel and business records with highest discretion

Preferred candidate profile

Educational Background

• Bachelor's degree in Business Administration, Management, or related field (mandatory)
• MBA or postgraduate degree in management (highly preferred)
• Professional certifications in Executive Assistance or Office Management (added advantage)

Professional Experience

• 5-8 years of progressive experience as Executive Assistant, Personal Assistant, or Chief of Staff to CXO level
• Prior experience supporting multiple executives simultaneously (preferred)
• Background in manufacturing, FMCG, or startup environments (desirable)
• Experience working in fast-paced, high-growth organizations during scaling phases

Technical Skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), Power BI , Tableo
• Familiarity with project management tools (Asana, Trello, ) or similar
• Expertise in calendar management tools and virtual meeting platforms (Zoom, Teams)
• Strong presentation and documentation skills with attention to visual aesthetics

Communication Skills

• Exceptional written and verbal communication skills in English (mandatory)
• Professional business writing skills for emails, reports, and correspondence
• Ability to communicate effectively with C-suite executives, board members, and stakeholders
• Strong interpersonal skills with ability to build relationships across all levels