Executive Assistant to Managing Director

Executive Assistant to the Director

Location: Hyderbad Employment Type: Full-time Reporting To: Director

About the Role

We are looking for a highly organized, proactive, and discreet Executive Assistant to the Director who can provide comprehensive administrative, operational, and coordination support to the Director.

The ideal candidate will be capable of managing a fast-paced executive environment, coordinating with internal teams and external stakeholders, tracking important assignments, and ensuring that the Director's priorities are executed efficiently and on time.

Key Responsibilities

Executive & Administrative Support

• Manage the Director's calendar, appointments, meetings, and daily schedule.
• Coordinate and prioritize meetings based on business requirements and urgency.
• Prepare meeting agendas, presentations, briefing notes, and other documents.
• Maintain records of important correspondence, documents, and confidential information.
• Handle incoming calls, emails, and communications on behalf of the Director when required.
• Coordinate travel arrangements, itineraries, accommodation, and related logistics.

Meeting & Follow-up Management

• Schedule and coordinate internal and external meetings.
• Prepare meeting materials and ensure all required information is available in advance.
• Record key decisions, action points, and responsibilities arising from meetings.
• Maintain an action tracker and follow up with concerned teams to ensure timely closure.
• Provide regular updates to the Director on pending and completed assignments.

Business Coordination

• Act as a liaison between the Director and internal departments, clients, vendors, partners, and other stakeholders.
• Coordinate cross-functional activities and ensure timely communication.
• Assist the Director in monitoring important projects, initiatives, and deadlines.
• Collect, consolidate, and present information required for decision-making.
• Support the Director in preparing reports, MIS, presentations, and business updates.

Communication & Correspondence

• Draft and proofread professional emails, letters, reports, notices, and other communications.
• Ensure timely responses and follow-ups on important correspondence.
• Maintain a professional communication channel between the Director and key stakeholders.
• Handle sensitive and confidential information with complete discretion.

Office & Event Coordination

• Coordinate conferences, business meetings, events, and official engagements involving the Director.
• Support arrangements for visitors, clients, senior management, and other stakeholders.
• Coordinate with administrative and support teams for smooth execution of executive requirements.

Required Qualifications

• Bachelor's degree in Business Administration, Management, Commerce, or a related field.
• 1-2 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or in a similar executive-support role.
• Prior experience supporting a senior executive, Director, Founder, or business leader is preferred.
• Excellent written and verbal communication skills.
• Strong proficiency in MS Office / Google Workspace , particularly Word/Docs, Excel/Sheets, PowerPoint/Slides, Outlook/Gmail, and calendar management.

Key Skills

• Excellent organizational and time-management skills.
• Strong follow-up and task-tracking ability.
• Professional communication and interpersonal skills.
• Ability to prioritize multiple tasks and work under deadlines.
• High level of confidentiality, integrity, and discretion.
• Strong attention to detail.
• Proactive and solution-oriented approach.
• Ability to work independently with minimal supervision.
• Good stakeholder-management and coordination skills.
• Ability to anticipate the Director's requirements and act proactively.

Preferred Attributes

The successful candidate should be:

• Highly dependable and organized
• Proactive rather than reactive
• Comfortable working with senior leadership.
• Comfortable handling confidential and sensitive information.
• Able to manage changing priorities and urgent requirements.
• Professional and composed in interactions with internal and external stakeholders.
• Strong at follow-ups and ensuring accountability.
• Willing to take ownership of tasks from initiation to completion.

Key Performance Indicators (KPIs)

• Effective management of the Director's calendar and schedule.
• Timely completion and follow-up of assigned action items.
• Accuracy and quality of reports, presentations, and correspondence.
• Timely coordination of meetings, travel, and executive engagements.
• Responsiveness to the Director and key stakeholders.
• Effective tracking and closure of pending tasks.
• Maintenance of confidentiality and professional standards.

Working Relationships

Internal: Director, senior management, department heads, employees, finance, HR, administration, operations, and other functional teams.

External: Clients, vendors, consultants, business partners, government/official representatives, and other stakeholders as required.

Application

Interested candidates may submit their updated CV along with details of their current compensation, expected compensation, notice period, and relevant experience in supporting senior leadership.

Pay: ₹20,000.00 - ₹25,000.00 per month

Application Question(s):

• Do you have 1-2 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or in a similar executive-support role?
• Do you prior experience supporting a senior executive, Director, Founder, or business leader is preferred?
• Are you from a Mechanical Engineering background?

Education:

• Bachelor's (Required)

Work Location: In person