Executive Assistant To Managing Director

Zoom Info; Navi Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Zoom Info is seeking an experienced Executive Assistant to support the Managing Director in Navi Mumbai. The role involves managing the MD's calendar, coordinating travel, and handling confidential communications.

You will draft documents, prepare reports, and liaise with internal and external stakeholders to ensure smooth operations. The ideal candidate has 5+ years of EA experience in fast-paced settings, exceptional organizational skills, and proficiency with Microsoft Office and Canva.

Qualifications

• Minimum of 5 years of experience as an Executive Assistant, preferably in a fast-paced environment.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Canva).
• High level of professionalism and confidentiality.

Responsibilities

• Calendar and Schedule Management: Manage and prioritize the MDs calendar, scheduling meetings, appointments, and events.
• Coordinate and confirm attendance for internal and external meetings.
• Prepare meeting agendas, take detailed minutes, and follow up on action items.

Skills

Calendar management

Communication management

Travel coordination

Event coordination

Administration support

Liaison and representation

Time management

Problem solving

Microsoft Office Suite

Tools

Microsoft Office Suite

Job description

Role & responsibilities:

• Calendar and Schedule Management: Manage and prioritize the MDs calendar, scheduling meetings, appointments, and events. Coordinate and confirm attendance for internal and external meetings. Prepare meeting agendas, take detailed minutes, and follow up on action items.
• Communication Management: Act as the primary point of contact between the MD and internal/external stakeholders. Handle all incoming and outgoing communication on behalf of the MD, including emails, phone calls, and correspondence. Draft, review, and edit documents, reports, and presentations.
• Travel Coordination: Coordinate with the internal operations team to ensure all travel bookings (flights, hotels, transportation) align with the MDs preferences. Oversee the preparation and validation of travel documents (passport, visas, etc.) prior to travel. Ensure international roaming activation and other necessary arrangements are in place for international trips. Create detailed itineraries for all trips, including meetings, accommodations, and transportation details. Prepare travel expense reports and ensure timely reimbursement.
• Event and Project Coordination: Assist in the planning and execution of events where the MD is involved. Liaise with vendors, clients, and internal teams to ensure the smooth execution of MD-related tasks during events. Track project timelines, deliverables, and milestones, ensuring deadlines are met.
• Administration Support: Manage office tasks such as maintaining records, filing and organizing documents. Handle confidential information with discretion and integrity. Assist in the preparation of budgets, reports, and other financial documents.
• Liaison and Representation: Represent the MD in meetings and communications when necessary. Build and maintain relationships with key stakeholders on behalf of the MD.
• Task and Time Management: Proactively anticipate the MDs needs and manage his time effectively. Handle special projects and assignments as directed by the MD.
• Problem Solving and Decision Making: Address issues that arise in the MDs absence, making decisions within the scope of the role. Identify and resolve administrative and operational issues efficiently.

Preferred candidate profile

• Minimum of 5 years of experience as an Executive Assistant, preferably in a fast-paced environment.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Canva).
• High level of professionalism and confidentiality.