Executive Assistant To Managing Director

Swarnim Infra Llp; Ahmedabad District; On-site; INR 500,000 - 900,000; Full time

Job summary

Swarnim Infra Llp in Ahmedabad is seeking an experienced Executive Assistant to manage the MD’s calendar, coordinate meetings and handle confidential correspondence. You will prepare agendas, minutes, and MIS-ready summaries, while tracking actions and ensuring deadlines are met.

The role requires 3–5 years of EA experience, excellent English/Hindi/Gujarati communication, and strong MS Office skills. A Graduate degree is essential, MBA/PGDM preferred.

Qualifications

• Graduate in any discipline; MBA/PGDM preferred.
• 3–5 years of experience as an Executive Assistant or Secretary to a senior leader.
• Excellent written and verbal English, Hindi and Gujarati.

Responsibilities

• Manage the MD's daily, weekly and monthly calendar, including meetings and follow-ups.
• Coordinate meetings with internal teams, clients, vendors and stakeholders.
• Draft emails and official communication on the MD’s behalf with confidentiality.
• Prepare meeting agendas, minutes of meeting and track action items.
• Monitor tasks across departments and report pending items to the MD.
• Plan and book travel and logistics, including visas and reimbursements.
• Maintain organised physical and digital files and approvals.

Skills

English communication

Hindi communication

Gujarati communication

MS Office

Time management

Multitasking

Discretion & professionalism

Coordination

Education

Graduate (any discipline)

MBA/PGDM preferred

Job description

Role & responsibilities

1. Calendar & Schedule Management

• Manage the MDs daily, weekly and monthly calendar, including meetings, appointments and follow-ups
• Schedule, coordinate and reschedule meetings with internal teams, clients, vendors and stakeholders
• Send timely reminders and prepare the MDs daily agenda and priorities
• Avoid schedule conflicts and manage the MDs time efficiently

2. Communication & Correspondence

• Act as the first point of contact for the MDs calls, emails and visitors
• Draft, review and send emails, letters and official communication on the MD’s behalf
• Screen and prioritise incoming communication and elevate urgent matters
• Maintain professionalism and confidentiality in all communication

3. Meeting Support

• Prepare meeting agendas, briefing notes and supporting documents
• Attend meetings when required and record Minutes of Meeting (MoM)
• Circulate MoM and track action points until closure
• Arrange meeting rooms, presentations and refreshments

4. Follow-up & Task Tracking

• Follow up with HODs and team members on tasks assigned by the MD
• Maintain a task tracker and report pending or delayed items to the MD
• Monitor deadlines, approvals and deliverables across departments

5. Reporting & MIS

• Collect MIS reports and performance data from departments
• Prepare summaries, reports and presentations for the MD's review
• Maintain dashboards for sales, projects, finance and HR as required

6. Travel & Logistics Coordination

• Plan and book the MD’s travel (flights, trains, hotels, cabs) and prepare itineraries
• Arrange visas, tickets and travel documents when needed
• Process travel expense claims and reimbursements

7. Document & Data Management

• Maintain organised physical and digital files of confidential documents, contracts and approvals
• Keep records of agreements, licences, certificates and important correspondence
• Ensure timely document retrieval whenever the MD requires it

8. Approvals & Coordination

• Route files, proposals and payment requests to the MD for approval
• Ensure documents are complete and verified before submission
• Coordinate with Finance, HR, Operations and other departments on the MD's behalf

9. Stakeholder & Visitor Management

• Welcome and host clients, investors, government officials, vendors and guests
• Maintain professional relationships with key external stakeholders
• Manage the MD’s contact database

10. Confidentiality & Special Assignments

• Handle sensitive and confidential information with complete discretion
• Support the MD in personal, business and ad hoc projects
• Assist with event planning, board meetings and corporate functions

Key Skills Required

• Excellent communication in English, Hindi and Gujarati
• Strong MS Office skills (Word, Excel, PowerPoint) and email management
• Time management, multitasking and prioritisation
• High integrity, discretion and professionalism
• Strong follow-up and coordination skills

Preferred candidate profile

Qualification & Experience

• Graduate in any discipline (MBA/PGDM preferred)
• 3–5 years of experience as an Executive Assistant or Secretary to a senior leader