Exec

Executive Assistant (EA) to Managing Director (MD)PositionExecutive Assistant (EA) to the Managing Director

DepartmentManagement

Reports ToManaging Director (MD)

Job SummaryThe Executive Assistant is responsible for providing high-level administrative and operational support to the Managing Director. The role requires exceptional organizational skills, confidentiality, strong communication, and the ability to coordinate across departments to ensure smooth business operations.

• Key Responsibilities1. Executive Calendar ManagementManage the MD's daily schedule and appointments.
• Organize meetings, video calls, and business travel.
• Send reminders for important meetings and deadlines.
• Prioritize appointments based on business needs.
• 2. Communication ManagementHandle emails, phone calls, and WhatsApp communications on behalf of the MD.
• Draft professional emails, letters, and business documents.
• Coordinate with vendors, employees, and business partners.
• 3. Meeting CoordinationSchedule meetings with internal and external stakeholders.
• Prepare meeting agendas and supporting documents.
• Record meeting minutes and track action items.
• Follow up with departments to ensure timely completion.
• 4. Business ReportingCollect daily reports from all branches.
• Prepare Daily, Weekly, and Monthly MIS reports.
• Maintain dashboards for:
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• Sales Performance
• Walk-ins
• Conversion %
• Expenses
• Staff Attendance
• Marketing Activities
• Customer Feedback
• 5. Follow-up & Task ManagementTrack tasks assigned by the MD.
• Follow up with Store Managers, HR, Marketing, Accounts, CRM, and Call Center teams.
• Ensure deadlines are met.
• Escalate pending tasks to the MD when necessary.
• 6. Documentation & Record KeepingMaintain confidential company records.
• Organize contracts, agreements, reports, and presentations.
• Keep digital files updated and well structured.
• 7. Coordination Between DepartmentsCoordinate communication between all branches and departments.
• Ensure information flows smoothly throughout the organization.
• Resolve coordination issues proactively.
• 8. Event & Travel ManagementArrange travel bookings and accommodation.
• Plan business events, exhibitions, and management meetings.
• Coordinate logistics for special events.
• 9. ConfidentialityHandle sensitive company information with complete confidentiality.
• Maintain professionalism and integrity at all times.
• 10. Special ProjectsSupport new business initiatives and expansion projects.
• Assist in opening new branches.
• Coordinate with consultants, vendors, and agencies when required.
• Required QualificationsBachelor's Degree (Any Discipline)
• 2-5 years of experience as an Executive Assistant, Personal Assistant, or Administrative Executive
• Excellent English communication (spoken and written)
• Strong organizational and time management skills
• Technical SkillsMicrosoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Google Sheets
• Google Docs
• Google Calendar
• Gmail & Outlook
• Zoom / Google Meet / Microsoft Teams
• WhatsApp Business
• CRM Software
• Basic AI tools (ChatGPT, Gemini, etc.)
• Key CompetenciesExcellent communication skills
• Time management
• Problem-solving ability
• Strong follow-up skills
• Attention to detail
• Confidentiality
• Leadership support
• Decision-making support
• Multitasking
• Professional etiquette
• Performance KPIsCalendar accuracy and scheduling efficiency
• Task completion and follow-up rate
• Meeting coordination effectiveness
• Report submission accuracy
• Response time to communications
• Pending task resolution
• Documentation accuracy
• Internal stakeholder satisfaction
• Confidentiality compliance
• Preferred QualitiesPositive attitude
• Self-motivated
• Highly organized
• Proactive thinker
• Ability to work under pressure
• Strong ownership mindset
• High integrity
• Quick learner
• Excellent interpersonal skills

Working HoursAs per company policy, with flexibility based on business requirements.

SalaryBased on experience, skills, and qualifications.