Executive Assistant

Adfactors PR; Mumbai; On-site; INR 1,200,000 - 1,700,000; Full time

Job summary

Adfactors PR is seeking an Executive Assistant to the Managing Director in Mumbai. The role focuses on structured calendar management, professional communications, and strategic support for leadership. You will handle meeting prep, travel logistics, and data-driven presentation work to enable executive decision-making.

You will leverage tools like PowerPoint, Excel, Canva, and AI platforms to create efficient workflows, prepare MoMs, and contribute to quarterly and monthly reviews.

Qualifications

• 4–6 years of experience as an Executive Assistant or similar role supporting senior leadership.
• Strong proficiency in Microsoft Office (Excel, PowerPoint, Outlook).
• Hands-on experience with presentation tools like Canva.
• Familiarity with AI tools (ChatGPT, Perplexity, Gemini, etc.) will be a strong advantage.
• Excellent communication, coordination, and stakeholder management skills.

Responsibilities

• Manage MD’s calendar, scheduling, and prioritization of meetings.
• Coordinate internal and external meetings with agenda readiness and follow-ups.
• Travel planning, itineraries, and logistics management.
• Draft and manage professional emails, documents, and communications.

Skills

Calendar management

Communication skills

MS Office

PowerPoint

Excel dashboards

Canva

AI tools

Multitasking

Tools

PowerPoint

Excel

Outlook

Canva

Job description

We’re Hiring | Executive Assistant to Managing Director

We are looking for a highly organized, tech-savvy, and proactive Executive Assistant to support the Managing Director. This role goes beyond traditional administrative support and requires someone who can bring structure, leverage digital tools (including AI), and contribute to strategic workflows.

Role Overview

As an Executive Assistant to the Managing Director, you will act as a key enabler to leadership, ensuring seamless day-to-day operations while also supporting on presentations, reviews, and strategic initiatives. You will be expected to bring efficiency, discretion, and strong execution skills.

Key Responsibilities

1. Executive & Calendar Management

• Manage the MD’s calendar, scheduling, and prioritization of meetings.
• Coordinate internal and external meetings, ensuring agenda readiness and follow-ups.
• Handle travel planning, itineraries, and logistics.

2. Communication & Coordination

• Act as a point of coordination between the MD and internal/external stakeholders.
• Draft and manage professional communication, emails, and documents.
• Ensure smooth office-level coordination and administrative support.

3. Meetings & Reviews

• Prepare and circulate Minutes of Meeting (MoMs) with clear action items.
• Support in organizing and tracking QBRs (Quarterly Business Reviews) and MBRs (Monthly Business Reviews).
• Follow up on key deliverables and ensure timely closure of action points.

4. Presentation & Data Management

• Build high-quality presentation decks (PowerPoint/Canva) for leadership meetings.
• Work extensively on Excel for data tracking, dashboards, and reports.
• Compile data and insights to support decision-making and reviews.
• Leverage AI tools and digital platforms to improve productivity, documentation, and reporting.
• Bring in new-age tools and automation ideas to streamline workflows.

6. Strategic & Operational Support

• Assist the MD on strategic initiatives, special projects, and business priorities.
• Provide structured inputs, research, and coordination support on key tasks.
• Maintain confidentiality and handle sensitive information with discretion.

What We’re Looking For

• 4-6 years of experience as an Executive Assistant or in a similar role supporting senior leadership.
• Strong proficiency in Microsoft Office (Excel, PowerPoint, Outlook).
• Hands-on experience with presentation tools like Canva.
• Familiarity with AI tools (ChatGPT, Perplexity, Gemini, etc.) will be a strong advantage.
• Excellent communication, coordination, and stakeholder management skills.
• Strong organizational ability and attention to detail.
• Ability to multitask, prioritize, and work in a fast-paced environment.

What Makes You a Great Fit

• You are structured, proactive, and solution-oriented.
• You bring a digital-first mindset and enjoy using tools to improve efficiency.
• You can balance execution with strategic thinking.
• You are reliable, discreet, and detail-focused.