Executive Assistant to the Managing Director

JobItUs; New Delhi; On-site; INR 12,00,000 - 15,00,000; Full time

Job summary

A national administrative services provider in New Delhi is seeking an experienced Administrative Support professional to provide high-level assistance to the Managing Director. The role involves scheduling, communication, and travel management. Ideal candidates will have 15-20 years of relevant experience and exceptional organizational skills. Proficiency in Microsoft Office is essential. This position offers competitive remuneration.

Qualifications

• 15-20 years of experience in an executive assistant or similar role.
• Strong attention to detail and professionalism with confidential information.

Responsibilities

• Provide high-level administrative support to the Managing Director.
• Schedule and organize meetings and take meeting minutes.
• Manage travel arrangements for the MD.
• Act as a communication liaison between the MD and stakeholders.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Interpersonal skills

Education

Bachelor’s degree or equivalent qualification

Tools

Microsoft Office Suite

Job description

Administrative Support

• Provide high-level administrative support to the Managing Director, including managing calendars, scheduling meetings, and organizing travel arrangements.
• Screen and prioritize incoming communications (emails, calls, etc.) and respond on behalf of the MD as needed.
• Draft, proofread, and edit emails, reports, presentations, and other documents for the MD.
• Organize and maintain files, both physical and digital, ensuring documents are easily accessible.

Meeting and Event Coordination

• Schedule and organize meetings, ensuring the MD is well-prepared with necessary materials, agendas, and background information.
• Take meeting minutes and track follow-up actions to ensure timely completion of tasks.
• Coordinate internal and external events, including business travel, conferences, and company meetings.
• Organize and manage virtual and in-person events, presentations, and client meetings.

Project Management Support

• Assist the MD with project management tasks, including tracking progress, following up on deliverables, and providing status updates.

Communication Liaison

• Act as the primary point of contact between the MD and key internal/external stakeholders, including employees, clients, suppliers, and board members.
• Communicate effectively on behalf of the MD, ensuring clarity and professionalism in all interactions.

Travel and Logistics Coordination

• Manage the MD’s travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare detailed travel itineraries and ensure all travel documents are in order.
• Organize and coordinate logistics for both domestic and international travel.

Time Management and Prioritization

• Ensure the MD’s schedule is optimized and efficiently managed, minimizing conflicts and ensuring timely follow-ups.
• Prioritize tasks and manage the MD\'s time effectively, ensuring important matters receive the attention they need.

Experience

• 15-20 years of experience in an executive assistant, personal assistant, or similar administrative support role, preferably supporting senior leadership.

Skills

• Exceptional organizational and time-management skills with the ability to prioritize and handle multiple tasks simultaneously.
• Strong written and verbal communication skills, with attention to detail.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint).
• High level of professionalism and discretion when handling confidential information.
• Strong interpersonal skills, with the ability to interact effectively with senior leadership, clients, and team members.

Qualifications

• Bachelor’s degree or equivalent qualification (preferred but not mandatory).