Executive Assistant To Managing Director

Role & responsibilities

The Executive Assistant to the Managing Director will provide high-level executive, administrative, coordination, communication, and organizational support to the Managing Director. The position requires a highly organized, proactive, discreet, and commercially aware professional capable of managing multiple priorities, coordinating with internal and external stakeholders, and ensuring that the Managing Director's time and commitments are effectively managed.

The incumbent will act as a key coordination point between the Managing Director, senior management, employees, clients, consultants, business partners, government authorities, and other stakeholders, ensuring timely communication, follow-up, documentation, and execution of assigned matters.

The role requires excellent judgment, confidentiality, communication skills, attention to detail, and the ability to anticipate requirements and resolve issues independently.

• Provide comprehensive day-to-day executive assistance to the Managing Director.
• Manage and prioritize the Managing Director's calendar, appointments, meetings, calls, and commitments.
• Coordinate internal and external meetings and ensure appropriate preparation in advance.
• Maintain a clear schedule of important deadlines, follow-ups, events, travel, and business commitments.
• Monitor action items arising from meetings and ensure timely follow-up with responsible persons.
• Prepare daily, weekly, and monthly schedules, briefing notes, and priority lists for the Managing Director.
• Anticipate the Managing Director's requirements and proactively arrange necessary information, documents, reports, and resources.
• Support the Managing Director in ensuring timely completion of strategic and operational assignments.
• Handle confidential and sensitive matters with the highest degree of professionalism and discretion.

• Effectively manage a dynamic and frequently changing executive calendar.
• Schedule appointments based on urgency, business priority, and availability.
• Coordinate meetings across different time zones where required.
• Avoid scheduling conflicts and proactively communicate changes.
• Maintain reminders for important meetings, deadlines, renewals, appointments, and business commitments.
• Ensure adequate preparation time is available before critical meetings.

• Act as a professional communication interface for the Managing Director.
• Draft, review, format, and proofread letters, emails, notices, presentations, reports, and other business correspondence.
• Manage communication with senior management, employees, clients, consultants, vendors, government representatives, and business associates.
• Respond to routine communications on behalf of the Managing Director, where authorized.
• Ensure communication is clear, concise, professional, diplomatic, and appropriately prioritized.
• Maintain professional relationships with internal and external stakeholders.
• Escalate important, urgent, or sensitive matters to the Managing Director without delay.

• Manage and organize the Managing Director's email inbox.
• Screen incoming correspondence and prioritize emails based on urgency and importance.
• Identify matters requiring immediate attention.
• Prepare draft responses and correspondence for approval.
• Track pending responses and ensure timely follow-up.
• Maintain appropriate email filing and documentation systems.
• Ensure confidential information is handled securely.

• Coordinate and schedule management meetings, business meetings, client meetings, and other executive engagements.
• Prepare meeting agendas, presentations, briefing documents, reports, and supporting materials.
• Ensure all required documents are available before meetings.
• Attend meetings where required and accurately record Minutes of Meeting (MOM).
• Prepare action-point trackers and monitor completion status.
• Follow up with concerned departments and individuals on pending actions.
• Maintain organized records of meeting minutes and management decisions.

• Coordinate domestic and international travel arrangements for the Managing Director.
• Arrange flight tickets, hotel accommodation, airport transfers, transportation, visas, and other travel requirements.
• Prepare detailed travel itineraries and executive travel packs.
• Coordinate changes, cancellations, rescheduling, and emergency travel requirements.
• Maintain records of travel documents, bookings, expenses, and itineraries.
• Coordinate with travel agencies, hotels, airlines, and other service providers.
• Ensure the Managing Director is fully briefed regarding travel schedules and appointments.

• Prepare management reports, presentations, business summaries, dashboards, and executive briefing documents.
• Compile information from different departments for review by the Managing Director.
• Maintain organized physical and…