Job Profile: Executive Assistant to Director

Job Title

Executive Assistant to the Director

Department

Executive Office / Administration

Reports To

Director

Job Summary The Executive Assistant is a strategic partner to the Director, not a personal assistant the role goes well beyond scheduling and administrative support.

The Executive

Assistant is expected to operate at a senior level: managing high-stakes communication, preparing executive-level presentations and reports, representing the Director's office in cross-functional discussions, and exercising independent judgment on business matters. This role requires strong business acumen, polished communication, and the credibility to engage confidently with senior leadership, board members, and external stakeholders on the Director's behalf.

Key Responsibilities

Calendar & Schedule Management

- Manage the Director's calendar, scheduling and prioritizing meetings, appointments, and travel.
- Anticipate scheduling conflicts and proactively resolve them.
- Prepare daily/weekly briefings on upcoming commitments.

Communication & Correspondence

- Draft, review, and manage high-level emails, letters, memos, and official reports on behalf of the Director, ensuring polished, executive-quality language and tone.
- Represent the Director's office in communications with senior leadership, board members, clients, and external partners.
- Independently draft responses and briefing notes on business matters, exercising judgment on what requires the Director's direct attention.

Presentations & Strategic Support

- Design and prepare high-quality presentations, board decks, and strategic reports for internal and external audiences.
- Research, analyze, and summarize business information to support the Director's decision-making.
- Assist in preparing the Director for meetings, speeches, and public engagements, including talking points and briefing materials.

Meeting & Event Coordination

- Organize and coordinate meetings, conferences,



and events, including logistics, agendas, and materials.
- Attend key meetings, take minutes, and drive follow-up on action items across departments.
- Track strategic initiatives and provide status updates to the Director.

Travel Management

- Arrange complex domestic and international travel itineraries, including flights, accommodation, and ground transport.
- Prepare travel expense reports and reconcile expenditures.

Office & Document Management

- Maintain confidential files, records, and databases.
- Manage document flow, approvals, and filing systems.
- Draft and edit reports, presentations, and official communications.

Project & Task Coordination

- Track and follow up on projects and deliverables on behalf of the Director.
- Coordinate cross-functional tasks and ensure deadlines are met.
- Assist with budget tracking and invoice processing where required.

Confidentiality & Discretion

- Handle sensitive and confidential information with the utmost discretion.
- Represent the Director professionally in all interactions.

Required Qualifications

- Postgraduate degree (Master's/MBA or equivalent) in Business Administration, Management, or a related field — required.
- 5+ years of experience in an Executive Assistant or senior business support role working directly with C-suite/Director-level leadership.
- Excellent verbal and written communication skills, with the ability to draft polished, executive-level correspondence and reports.
- Strong presentation skills — able to independently design, structure, and deliver compelling presentations and board-level decks.




- Strong business acumen and the ability to understand and contribute to strategic discussions.
- Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), including advanced PowerPoint design.
- Exceptional organizational and time-management skills, with the ability to manage multiple priorities independently.
- High level of discretion, professionalism, and sound judgment when handling confidential and sensitive matters.

Preferred Skills

- Experience with project management, CRM, or data visualization tools.
- Strong analytical and research skills to support executive decision-making.
- Confident, articulate communicator comfortable engaging with senior leadership, board members, and external stakeholders.
- Prior experience in [industry-specific context, e.g., corporate, government, non-profit].

Key Competencies

Competency

Description

Communication

Articulate, polished, and confident in written and verbal communication with senior stakeholders

Presentation Skills

Able to independently create and deliver clear, compelling, executive-level presentations

Business Acumen

Understands organizational priorities and contributes meaningfully to strategic discussions

Organization

Manages multiple high-priority tasks and initiatives efficiently

Discretion

Maintains strict confidentiality on sensitive business matters

Proactivity

Anticipates needs and resolves issues before they escalate

Adaptability

Comfortable with shifting priorities and fast-paced environments

Attention to Detail

Ensures accuracy and polish in all documents, reports, and communications

Work Environment

- Full-time, office-based role with occasional remote flexibility (as applicable).
- May require availability beyond standard business hours to support Director's schedule.
- Occasional travel may be required.

Compensation & Advantages As per industry standards.

📌 Executive Assistant To Director (Mumbai)
🏢 Modern India
📍 Mumbai