Executive Assistant to Managing Director (MD)

Department : MD Office

Reporting To : MD

Location : Chennai

Job Purpose To provide high-level executive, administrative, and strategic support to the Managing Director by ensuring efficient management of schedules, communications, governance activities, stakeholder engagements, business reviews, and critical organizational initiatives. The role requires maintaining confidentiality, proactive coordination across functions, and ensuring seamless execution of the MD's priorities within a dynamic Oil & Gas environment.

Qualifications

- Bachelor's Degree in Business Administration, Management, Engineering, Commerce, or related discipline. (Preferable Science background)
- MBA
- Certification in Executive Assistance, Office Management, or Project Management will be an added advantage.

Key Performance Indicators (KPIs)

- Calendar and meeting management effectiveness.
- Timely closure of action items from leadership reviews.
- Quality and accuracy of executive reports and presentations.
- Stakeholder satisfaction.
- Governance compliance and meeting effectiveness.
- On-time execution of strategic initiatives and special projects.
- Travel and event coordination efficiency.

Key Responsibilities

Executive Support

- Manage and prioritize the Managing Director's calendar, meetings, appointments, and travel schedules.
- Coordinate domestic and international travel arrangements, including itineraries, visas, accommodations, and logistics.
- Screen calls, emails, correspondence, and meeting requests, ensuring timely responses and appropriate escalation.
- Follow up on critical action items and ensure closure of commitments made by the MD.

Business Coordination

- Prepare agendas, presentations, reports, dashboards, briefing notes, and executive summaries for management meetings.
- Coordinate monthly, quarterly, and annual business review meetings.
- Track organizational KPIs, strategic initiatives, and key management decisions.
- Support the MD in monitoring project progress and strategic business objectives.





Stakeholder Management

- Act as a liaison between the MD and internal stakeholders, including Business Heads, Functional Leaders, and Project Teams.
- Coordinate communication with external stakeholders including customers, JV partners, government authorities, consultants, investors, and industry bodies.
- Build and maintain solid professional relationships across the organization.

Communication Management

- Draft professional correspondence, speeches, announcements, presentations, and executive communications on behalf of the MD.
- Ensure consistency and professionalism in all communications from the MD's office.
- Manage confidential and sensitive information with the highest level of discretion.

Administrative Management

- Maintain records, files, contracts, and confidential documents.
- Monitor departmental budgets related to the MD's office, travel, and events.
- Coordinate VIP visits, customer meetings, and corporate events.

Experience

- 7-10 years of experience as Executive Assistant, Executive Secretary, Chief of Staff Support, or similar executive support role.
- Minimum 3-5 years of experience supporting CXO, CEO, MD, or Board-level executives.
- Prior experience in Oil & Gas, Energy, Petrochemicals, EPC, Infrastructure, Manufacturing, or related sectors preferred.

Key Competencies

Functional Competencies

- Executive Office Management
- Strategic Planning & Coordination
- Business Communication
- Board & Governance Support
- Project Coordination
- Stakeholder Management
- Report Preparation & Presentation Skills
- Travel & visa processing and Event Management
- Data Analysis & MIS Reporting
- Advanced MS Office (Excel, PowerPoint, Word)

Behavioural Competencies

- High Integrity and Confidentiality
- Strong Organizational Skills
- Excellent Interpersonal Skills
- Professional Executive Presence
- Attention to Detail
- Problem Solving and Decision Support
- Proactive Approach
- Time Management
- Multitasking Ability
- High Emotional Intelligence

Preferred Industry Exposure

- Upstream Oil & Gas
- Midstream Operations
- Refining & Petrochemicals
- LNG & Natural Gas
- Energy & Utilities
- EPC Projects

📌 Executive Secretary To Managing Director (Chennai)
🏢 Imc
📍 Chennai