Executive Assistant to Managing Director

Job Description

Job Description Report Page 1 of 3
Location Deonar
Position
Title of the job

Executive Assistant to
Managing Director

Reports to:
Position Title

Managing Director

Band Individual Contributor
1) Job Purpose:
To provide comprehensive administrative support to Managing Director. Will be responsible for managing
the MD's schedule, coordinating meetings, handling communication, and ensuring the smooth operation
of the executive office.

Key Areas of Work
✓ Calendar Management:
✓ Effectively manage the MD's calendar, scheduling appointments, meetings, and travel arrangements.
✓ Coordinate internal and external meetings, ensuring timely communication and preparation.
✓ Communication:
✓ Act as a primary point of contact between the MD and internal/external stakeholders.
✓ Handle and screen phone calls, emails, and other correspondence on behalf of the MD.
✓ Prepare and draft correspondence, reports, and presentations as needed.
✓ Travel Coordination:
✓ Arrange domestic and international travel itineraries for the MD, including flights, accommodations,
and transportation.
✓ Ensure all travel arrangements align with the MD's preferences and business requirements.
✓ Meeting Coordination:
✓ Coordinate and organize meetings, conferences, and events attended or hosted by the MD.
✓ Prepare meeting agendas, materials, and follow-up documentation.
✓ Research & Analysis:
✓ Undertake special projects and assignments as directed by the MD.
✓ Conduct research and analysis to support various initiatives and projects.
✓ Work extensively on data analysis and interpretation.
✓ Track project progress and provide regular updates.
✓ Information Management:
✓ Manage and organize confidential information with discretion.
✓ Maintain electronic and physical filing systems, ensuring easy retrieval of documents.
✓ Task Prioritization:
✓ Assist in prioritizing tasks and projects to ensure the MD's time is optimized.
✓ Follow up on action items and deadlines, keeping the MD informed.
✓ Relationship Management:

Job Description

Job Description Report Page 2 of 3
✓ Build and maintain positive relationships with internal and external stakeholders.
✓ Facilitate communication and collaboration across various departments.
✓ Other Duties:
✓ Undertake special projects and assignments as directed by the MD.
✓ Perform other administrative duties as assigned to support the Director and the organization.
✓ Proactively identify ways to improve efficiency and effectiveness in the Director's office
✓ Education : Master's degree in a relevant field such as Business Administration, Management,
Marketing, Engineering, or a related discipline.
✓ Experience:
✓ Minimum of 3-5 years of experience in an executive assistant or administrative role.
✓ Experience in a corporate environment supporting senior executives.
✓ Skills & Attributes:
✓ Exceptional organizational and time management skills.
✓ Strong written and verbal communication skills.
✓ A good understanding of data analysis and problem-solving techniques to assess and resolve business
challenges.
✓ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
✓ Ability to handle multiple tasks and projects with a high level of accuracy.
✓ Strong problem-solving skills and ability to work independently.
✓ High level of discretion and confidentiality.
✓ Proactive and self-motivated.
✓ Strong attention to detail.
✓ Professional demeanor and appearance.
✓ Ability to work effectively under pressure and meet tight deadlines.

2) Functional Competencies:
Competency Competency Indicator
• Calendar Management

• Proficiently manage and prioritize the MD's calendar.
• Schedule appointments, meetings, and events efficiently.

• Communication Skills

• Excellent written and verbal communication skills.
• Draft professional correspondence and communications on behalf of
the MD.

• Travel Coordination

• Plan and coordinate domestic and international travel arrangements.
• Handle logistics, bookings, and ensure a seamless travel experience.

• Meeting Coordination

• Coordinate and organize internal and external meetings.
• Prepare meeting agendas, materials, and follow-up documentation.

• Office Technology
Proficiency

• Mastery of office software, including Microsoft Office suite.
• Familiarity with communication tools, project management
software, and calendar applications.

• Confidentiality &
Discretion

• Handle sensitive and confidential information with utmost
discretion.
• Maintain privacy and confidentiality in all aspects of the role.

Job Description

Job Description Report Page 3 of 3
2) Functional Competencies:
Competency Competency Indicator
• Problem Solving

• Ability to identify issues and proactively find solutions.
• Quick and effective problem-solving skills.

• Adaptability

• Flexibility to adapt to changing priorities and unexpected challenges.
• Ability to remain composed under pressure.

• Organisation & Time
Management

• Strong organizational skills to manage tasks and priorities.
• Efficiently manage time to meet deadlines and handle multiple
responsibilities.

• Project Management

• Ability to manage special projects and assignments.
• Plan, execute, and deliver projects within specified timelines.

• Research &
Information Gathering

• Conduct research on various topics to provide relevant information.
• Summarize key points for decision-making.

3) Behavioral Competencies:
Competency Behavioral Indicator
Proactive Attitude • Demonstrate a proactive approach to tasks and responsibilities.
• Anticipate the needs of the MD and address them before they arise.

Professionalism

• Uphold the company's image through professional conduct and
appearance.
• Demonstrate a high level of professionalism in all interactions.

Team Collaboration

• Work collaboratively with other administrative professionals and
team members.
• Contribute to a positive and supportive work environment.
Adaptability • Embrace change and adapt to evolving work conditions.
• Approach challenges with a flexible and open-minded attitude
Communication Skills • Shares information on time and follows up with team
• Communicates in an assertive manner (not arrogantly)

Confidentiality • Handle confidential information with integrity and trustworthiness.
• Understand and respect the importance of maintaining confidentiality.

Initiative

• Show a willingness to take on tasks without constant supervision.
• Seek opportunities to contribute beyond the assigned responsibilities.

Stress Management

• Manage stress effectively in high-pressure situations.
• Demonstrate resilience and maintain a positive demeanor.

Time Management

• Prioritize tasks efficiently to meet deadlines.
• Balance competing demands and manage time effectively.

Attention to Details • Pay meticulous attention to detail in all tasks.
• Ensure accuracy in documentation and communication.

Declaration: This job description is a true reflection of the position --------------

Job Holder Reports to Manager