Executive Assistant To Managing Director & Sales Director

Inbisco; Hyderabad; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Inbisco invites applications for an Executive Assistant role to support the Managing Director and Sales Director. You will manage calendars, prepare presentations, and coordinate meetings and travel across domestic and international destinations.

The role requires strong English communication, MS Excel and PowerPoint proficiency, and the ability to liaise with multiple departments while maintaining strict confidentiality. A Graduate degree is required, with MBA/PG a plus.

Qualifications

• Graduate in any discipline; MBA/PG qualification will be an added advantage.
• 3 to 7 years of relevant experience as an Executive Assistant / Executive Secretary / Management Assistant / Personal Assistant, preferably supporting senior management.

Responsibilities

• Provide comprehensive day-to-day administrative and executive support to the Managing Director and Sales Director.
• Manage and maintain calendars, appointments, meetings and schedules.
• Coordinate meetings, conference calls, business reviews and appointments.
• Prepare meeting agendas, presentations, reports and other required documents.
• Maintain proper records of important meetings, discussions and follow-up points.
• Remind and follow up with concerned persons on important tasks and commitments.
• Act as a key coordination point between the Directors and internal/external stakeholders.
• Handle official emails, correspondence and communication on behalf of the Directors whenever required.
• Draft professional emails, letters, notes, minutes, presentations and other business communications.
• Coordinate with Sales, Marketing, Finance, HR, Supply Chain and other departments for various requirements.
• Follow up with concerned teams and provide timely status updates to the Directors.
• Prepare and maintain various MIS reports, trackers and management reports.
• Prepare and update PowerPoint presentations for management meetings, business reviews and other discussions.
• Prepare and maintain Excel-based reports, dashboards, trackers and analysis.
• Consolidate information from various departments and present it in a clear and structured manner.
• Ensure accuracy and timely submission of reports and information.
• Support the Sales Director in coordinating with the sales team and regional teams.
• Track sales-related reports, action points, targets and important business updates.
• Coordinate with RSMs, ASMs and other sales team members for information and follow-ups.
• Assist in preparing sales presentations, review materials and business reports.
• Track pending action points arising from sales meetings and ensure timely follow-up.
• Schedule and coordinate internal and external meetings.
• Prepare meeting rooms, presentations and required documents.
• Coordinate domestic and international travel arrangements, hotel bookings, transportation and itineraries whenever required.
• Maintain travel schedules and coordinate with travel agencies and concerned teams.
• Support Directors during business visits, meetings and events.
• Maintain confidential documents, records and correspondence related to the Directors and company.
• Ensure proper filing and easy retrieval of important documents.
• Handle sensitive business and management information with complete confidentiality.
• Maintain discretion while dealing with senior management, customers, business partners and other stakeholders.
• Coordinate with various departments for day-to-day requirements of the Directors.
• Support management in organizing business meetings, conferences, events and official visits.
• Coordinate with vendors, consultants and external agencies whenever required.
• Assist in preparing various management documents, reports and business correspondence.
• Take ownership of other administrative and coordination activities assigned by the Directors.
• Should be flexible to take up additional assignments and special projects given by the Managing Director and Sales Director.
• Should be capable of independently coordinating and closing assigned tasks within timelines.
• Proactively identify pending matters and follow up until closure.
• Provide any other support required for the smooth functioning of the Directors' office.

Skills

Executive support

Calendar management

Email & correspondence

Reports & presentations

Coordination & follow-up

Multitasking under deadlines

Communication skills

Education

Graduate in any discipline

MBA/PG qualification

Tools

MS Excel

PowerPoint

Word

Outlook

Job description

Role & responsibilities

1. Executive Support

• Provide comprehensive day-to-day administrative and executive support to the Managing Director and Sales Director.
• Manage and maintain calendars, appointments, meetings and schedules.
• Coordinate meetings, conference calls, business reviews and appointments.
• Prepare meeting agendas, presentations, reports and other required documents.
• Maintain proper records of important meetings, discussions and follow-up points.
• Remind and follow up with concerned persons on important tasks and commitments.

2. Communication & Coordination

• Act as a key coordination point between the Directors and internal/external stakeholders.
• Handle official emails, correspondence and communication on behalf of the Directors whenever required.
• Draft professional emails, letters, notes, minutes, presentations and other business communications.
• Coordinate with Sales, Marketing, Finance, HR, Supply Chain and other departments for various requirements.
• Follow up with concerned teams and provide timely status updates to the Directors.

3. MIS, Excel & PowerPoint

• Prepare and maintain various MIS reports, trackers and management reports.
• Prepare and update PowerPoint presentations for management meetings, business reviews and other discussions.
• Prepare and maintain Excel-based reports, dashboards, trackers and analysis.
• Consolidate information from various departments and present it in a clear and structured manner.
• Ensure accuracy and timely submission of reports and information.

4. Sales & Business Coordination

• Support the Sales Director in coordinating with the sales team and regional teams.
• Track sales-related reports, action points, targets and important business updates.
• Coordinate with RSMs, ASMs and other sales team members for information and follow-ups.
• Assist in preparing sales presentations, review materials and business reports.
• Track pending action points arising from sales meetings and ensure timely follow-up.

5. Meeting & Travel Management

• Schedule and coordinate internal and external meetings.
• Prepare meeting rooms, presentations and required documents.
• Coordinate domestic and international travel arrangements, hotel bookings, transportation and itineraries whenever required.
• Maintain travel schedules and coordinate with travel agencies and concerned teams.
• Support Directors during business visits, meetings and events.

6. Documentation & Confidentiality

• Maintain confidential documents, records and correspondence related to the Directors and company.
• Ensure proper filing and easy retrieval of important documents.
• Handle sensitive business and management information with complete confidentiality.
• Maintain discretion while dealing with senior management, customers, business partners and other stakeholders.

7. Office & Administrative Coordination

• Coordinate with various departments for day-to-day requirements of the Directors.
• Support management in organizing business meetings, conferences, events and official visits.
• Coordinate with vendors, consultants and external agencies whenever required.
• Assist in preparing various management documents, reports and business correspondence.
• Take ownership of other administrative and coordination activities assigned by the Directors.

8. Additional Responsibilities

• Should be flexible to take up additional assignments and special projects given by the Managing Director and Sales Director.
• Should be capable of independently coordinating and closing assigned tasks within timelines.
• Proactively identify pending matters and follow up until closure.
• Provide any other support required for the smooth functioning of the Directors' office.

Required Skills & Competencies

• Excellent verbal and written communication skills in English.
• Good communication skills in Hindi and any one local language (Telugu preferred).
• Excellent drafting and business correspondence skills.
• Strong proficiency in MS Excel, PowerPoint, Word and Outlook.
• Advanced knowledge of Excel including reports, formulas, data handling and trackers.
• Good knowledge of PowerPoint presentation preparation and formatting.
• Strong organizational and multitasking skills.
• Excellent follow-up and coordination abilities.
• Good interpersonal and relationship management skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and work under tight timelines.
• Professional personality, good grooming and positive attitude.
• High level of confidentiality, maturity and discretion.
• Ability to work independently with minimum supervision.
• Strong problem-solving and time-management skills.

Preferred candidate profile

• Graduate in any discipline; MBA/PG qualification will be an added advantage.
• 3 to 7 years of relevant experience as an Executive Assistant / Executive Secretary / Management Assistant / Personal Assistant, preferably supporting senior management.
• Experience in FMCG, Consumer Goods, Sales or a similar corporate environment will be preferred.
• Female candidates with strong communication, presentation and coordination skills are preferred.
• Candidates who are highly proficient in Excel and PowerPoint and have excellent drafting skills will be given preference.