Executive Assistant To Managing Director

Job Title: Executive Assistant to Managing Director (MDs Office)

Department: Executive Office / Commercial Support

Reports To: Senior Managing Director

Position Summary

This position is responsible for supporting the Managing Director's Office, including assisting and coordinating with the India Business Leader on all administrative and secretarial activities.

The role involves managing calendars, meetings, travel arrangements (domestic and international), and handling special projects while ensuring seamless business operations and communication flow across teams.

Essential Duties and Responsibilities

(Other duties may be assigned beyond the core functions listed below.)

A. Support to Commercial Team (60%)

• Ensure commercial SG&A expenditure remains within budget by regulating submission of payable reports before cut-off dates and validating DRO reports on the portal.
• Provide complete travel support to the commercial team, including coordination with travel agents, issue resolution, and process adherence.
• Maintain alignment and strong relationships with stakeholders; communicate on behalf of the MD to track assigned tasks and follow up with business units, partners, and customers.
• Deliver high-quality administrative support — managing meeting logistics, conference room bookings, and video conferencing setups.
• Coordinate cross-functional team engagement, schedule meetings, and liaise with departments to ensure smooth office operations.
• Monitor team performance against sales objectives and KPIs; review, track, and compile monthly sales reports for management.

Document Controller

• Maintain a secure repository of business agreements, ensuring timely tracking and renewal of contracts.
• Facilitate meetings between customers/distributors and management prior to contract renewals or new appointments.
• Support the organization and timely sign-off of contracts and agreements.
• Prepare and maintain monthly dashboards for regional review meetings.

Marketing Support

• Manage vendor onboarding, PR creation in Oracle, and PO process management.
• Handle MRR creation, gate entries, and ensure timely vendor payments.

B. MD's Office Support (40%)

• Regularly monitor and report to the MD on strategic initiatives, business performance, and key metrics, highlighting significant deviations.
• Provide full secretarial and administrative support to the MD and commercial team — coordinating work plans, meetings, and travel (local, domestic, and international).
• Organize and coordinate quarterly town halls, unified customer meetings, and distributor calls.
• Manage the MD's calendar effectively by scheduling regional calls, customer interactions, and internal meetings.
• Prepare agendas, participate in review meetings, record minutes, track follow-up tasks, and manage communications or urgent responses as needed.
• Coordinate with global teams for India visits — including visa assistance, travel logistics, and customer engagement planning.
• Maintain a weekly movement schedule and call logs to track DRO activities and MD-related meetings.

Supervisory Responsibilities

The incumbent reports directly to the Senior Managing Director and provides comprehensive support in day-to-day operations to help achieve business objectives.

Qualifications

• Education: Graduate degree in Business or Engineering; Master's degree preferred.
• Experience: years of experience in a Leadership Support / Executive Assistant role.
• Technical Skills: Proficiency in Microsoft Office Suite; experience with ERP systems (Oracle / SAP preferred).

Required Skills

1. Excellent communication, presentation, and negotiation skills with experience handling internal and external stakeholders.
2. Proven ability to plan, organize, and manage executive office operations.
3. Strong time management skills with the ability to meet tight deadlines.
4. High standards of business ethics, discretion, and integrity.
5. Collaborative mindset — proactive in supporting team members and sharing knowledge.
6. Self-driven and motivated, with insight to support business and sales teams effectively.

Physical Demands

• Occasional domestic and international travel may be required based on business needs.