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, quick-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

📌 Executive Assistant (India)
🏢 ShivalikFund
📍 India