EA To MD

2 days ago

Mumbai, Maharashtra, India GIST Management Solutions Full time

Role & responsibilities

Job Description: Executive Assistant (EA) to Managing Director (MD)

1. Position Overview

The Executive Assistant (EA) to the Managing Director provides high-level administrative, operational, and strategic support to ensure the efficient functioning of the MDs office. The EA acts as a communication bridge between the MD and internal/external stakeholders, manages schedules, coordinates key projects, and handles confidential information with professionalism and discretion.

2. Key Responsibilities

2.1 Administrative & Office Management

  • Manage the MDs daily schedule, appointments, meetings, and travel plans efficiently.
  • Organize and prepare meeting agendas, presentations, reports, and documentation as required by the MD.
  • Maintain records, files, and documents in a systematic and confidential manner.
  • Draft, review, and manage emails, letters, and official communications on behalf of the MD.

2.2 Coordination & Communication

  • Serve as the primary point of contact between the MD and internal departments, clients, vendors, and stakeholders.
  • Ensure smooth communication flow, follow-ups, and timely responses to internal and external queries.
  • Coordinate cross-functional activities and ensure actions discussed in meetings are implemented.

2.3 Project Support & Tracking

  • Assist the MD in managing key business projects, monitoring deadlines, and tracking progress.
  • Prepare MIS reports, progress updates, and business summaries for management review.
  • Conduct basic research and prepare briefing notes for the MD as required.

2.4 Meeting & Event Support

  • Schedule and organize internal meetings, board meetings, reviews, and conferences.
  • Record, prepare, and circulate Minutes of Meetings (MoM) and ensure follow-up of actionable points.
  • Support planning of company events, workshops, and major activities involving senior management.

2.5 Confidentiality & Professional Conduct

  • Manage all sensitive information with high discretion and integrity.
  • Maintain professionalism while dealing with high-level stakeholders and confidential matters.
  • Ensure smooth functioning of the MDs office in the MDs absence.

3. Skills & Competencies

  • Excellent communication skills (verbal & written).
  • Strong organizational and multi-tasking abilities.
  • Proficiency in MS Office (Word, Excel, PowerPoint) and digital tools.
  • Strong analytical and problem-solving skills.
  • Ability to work under pressure and meet tight deadlines.
  • Professional presence, discretion, and confidentiality.

4. Reporting Structure

  • Reports directly to: Managing Director
  • Coordinates with: All Heads of Departments, external partners, and clients.

5. Work Environment & Requirements

  • Flexibility in working hours based on MDs schedule.
  • Ability to travel with MD when required.
  • High level of commitment and responsibility.

Preferred candidate profile

Qualification & Experience

  • Graduate/Postgraduate in Business Administration or Any Graduate.
  • Around 5 10 years of experience as an Executive Assistant or similar senior administrative role.
  • Experience in coordinating with top management and handling confidential matters is preferred.

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