Executive Assistant

Role Overview

We are seeking a highly organized, proactive, and discreet Executive Assistant to support the Managing Director. The role requires close coordination with the MD on a daily basis, including managing her schedule, communications, travel, and confidential matters. The ideal candidate will be someone who can anticipate needs, manage multiple priorities under pressure, exercise sound judgment, and represent the MD's office with professionalism and tact in all internal and external interactions. As this role involves close coordination with the MD, including occasional support with personal/family-related scheduling and errands, candidates should be comfortable working in a dynamic, fast-paced environment with flexible hours.

Key Responsibilities

Calendar & Schedule Management

• Manage and prioritize the MD's calendar, including meetings, appointments, and travel
• Resolve scheduling conflicts and ensure optimal use of the MD's time
• Send timely reminders and prepare the MD with necessary briefing material before meetings
  
  

Communication & Correspondence

• Draft, proofread, and manage emails, letters, and other correspondence on behalf of the MD
• Act as the first point of contact for internal and external stakeholders, screening calls and visitors
• Liaise with senior leadership, clients, vendors, and board members professionally
  
  

Travel & Logistics

• Plan and coordinate domestic and international travel itineraries, including flights, accommodation, and visas
• Prepare detailed travel plans and ensure contingency arrangements
  
  

Meeting & Event Coordination

• Organize board meetings, leadership reviews, and other key meetings — including agenda preparation, minute-taking, and follow-up on action items
• Coordinate offsites, conferences, and corporate events as required
  
  

Documentation & Confidentiality

• Handle sensitive and confidential information (business and personal) with the highest level of discretion
• Maintain and organize files, records, and documentation relevant to the MD's office
  
  

Office & Administrative Support

• Process expense reports, invoices, and reimbursements for the MD
• Coordinate with internal departments (Finance, HR, Admin) on behalf of the MD
• Provide general administrative support, including occasional personal errands or coordination as needed
  
  

Project & Task Coordination

• Track ongoing projects and deliverables on behalf of the MD, following up with relevant stakeholders
• Prepare presentations, reports, and data summaries as required
  
  

Key Skills

Excellent verbal and written communication skills

Strong organizational and time-management skills with the ability to multitask

High level of discretion, integrity, and confidentiality

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)

Strong interpersonal skills with the ability to interact confidently with senior stakeholders

Problem-solving mindset with the ability to work independently

Attention to detail and accuracy

Ability to work under pressure and adapt to changing priorities

Calendar and travel management tools proficiency (e.g., Google Workspace, scheduling tools)

Professional demeanor and appearance

Qualifications

Bachelor's degree in Business Administration, Management, or related field (MBA preferred but not mandatory)

Minimum 3–6 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting senior leadership (CXO/MD level preferred)

Prior experience supporting a senior female executive is a plus (for cultural fit and comfort with personal coordination, if applicable)

Demonstrated experience in handling confidential information