Executive Assistant

Role Description

The Executive Assistant to the Director will provide high-level administrative, operational, and strategic support to ensure the smooth functioning of the Director's office. The role requires strong organizational skills, confidentiality, business communication expertise, and the ability to anticipate needs and manage multiple priorities efficiently.

Key Responsibilities

1. Executive & Administrative Support

• Manage the Director's calendar, meetings, appointments, and travel schedules.
• Act as the primary point of contact between the Director and internal/external stakeholders.
• Prepare, review, and manage correspondence, emails, presentations, and reports.
• Maintain strict confidentiality of sensitive information and business discussions.

2. Business Coordination & Communication

• Draft professional emails, MOMs, proposals, and internal communications on behalf of the Director.
• Coordinate with department heads for follow-ups, deadlines, and priority tasks.
• Ensure timely flow of information and action items across teams.

3. Meeting & Documentation Management

• Organize and coordinate board meetings, review meetings, and strategic discussions.
• Prepare agendas, presentations, briefing notes, and record minutes of meetings.
• Track action points and ensure timely closure.

4. Data Management & Reporting

• Maintain structured records, files, MIS, and dashboards for the Director's review.
• Assist in preparing management reports, performance summaries, and presentations.
• Support in data analysis and documentation as required.

5. Office & Process Support

• Support process improvement initiatives and ensure compliance with internal protocols.
• Coordinate with HR, Accounts, Operations, and other departments for executive-level requirements.
• Handle ad-hoc assignments as directed by the Director.

Qualifications

Educational Qualification

• Mandatory:
• Certification / Diploma / Degree in Executive Assistance / Executive Secretarial Practice / Office Management / Business Administration from a recognized institute.
• Preferred:
• Graduation in Business Administration, Management, Commerce, or equivalent.

Experience

• 2–5 years of experience as an Executive Assistant / Personal Assistant / Management Assistant supporting senior leadership.

Requirements

Required Skills

• Excellent written and verbal communication skills.
• Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, discretion, and integrity.
• Strong organizational and time-management skills.
• Ability to multitask, prioritize, and work under pressure.
• Good understanding of business etiquette and corporate communication.
• Proactive, detail-oriented, and solution-driven mindset.

Additional Attributes:

• High level of confidentiality and trustworthiness.
• Calm, composed, and adaptable to dynamic work requirements.
• Strong interpersonal skills with the ability to work across functions.
• Ownership-driven and accountable approach to work.