Executive Assistant To Managing Director

Job Description

Job Summary

The Junior Executive Director’s Office will provide administrative, coordination, and operational support. The role requires excellent organizational skills, attention to detail, confidentiality, and the ability to coordinate effectively with internal departments and external stakeholders. The incumbent will assist in managing schedules, preparing reports, tracking action items, and ensuring smooth day-to-day functioning.

Key Responsibilities

Administrative Support

• Manage and maintain the Director's calendar, appointments, and meeting schedules.
• Coordinate travel arrangements, accommodation, and logistics when required.
• Screen calls, emails, and correspondence and prioritize matters requiring attention.
• Organize and maintain office records, files, and documents.

Meeting Coordination

• Schedule meetings and prepare meeting agendas.
• Record minutes of meetings and circulate action points.
• Follow up with concerned departments on pending tasks and commitments.
• Maintain trackers for key projects and action items.

Documentation & Reporting

• Prepare spreadsheets, and business correspondence.
• Compile data and generate periodic MIS reports.
• Assist in drafting letters, emails, and internal communications.
• Ensure proper documentation and filing of confidential information.

Coordination & Communication

• Liaise with various departments to collect information and monitor progress on assigned tasks.
• Coordinate with vendors, and other external stakeholders as directed.
• Facilitate communication between the Director and internal teams.

Office Management Support

• Support execution of special projects and initiatives assigned by the Director.
• Assist in organizing management meetings, events, and visits.
• Ensure timely completion of assigned administrative and operational activities.

Desired Qualifications

• Bachelor's Degree in any field.
• 0–3 years of experience in administration, executive assistance, coordination, or office management.
• Fresh graduates with strong communication and organizational skills may also apply.

Required Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Good documentation and report preparation skills.
• Ability to maintain confidentiality and professionalism.
• Strong follow-up and coordination skills.
• Attention to detail and accuracy.
• Ability to work independently and manage multiple priorities.

Key Attributes

• Positive attitude and willingness to learn.
• High level of integrity and discretion.
• Proactive and solution-oriented approach.
• Professional appearance and conduct.
• Ability to work under deadlines and changing priorities.

More Info

Education