Role & responsibilities

Executive Support

- Manage the MD's calendar and schedule meetings efficiently.
- Prioritize appointments and protect the MD's time.
- Coordinate internal and external meetings.
- Prepare meeting agendas, notes, and follow-up actions.
- Track important commitments and ensure timely completion.
- Organize travel plans, itineraries, and logistics.
- Maintain organized digital records and documents.

Coordination & Follow-up

- Follow up with internal teams on action items.
- Coordinate with clients, consultants, vendors, and partners.
- Monitor pending tasks and deadlines.
- Escalate delays or critical issues when necessary.
- Ensure smooth communication between stakeholders.

Personal Administration

- Coordinate personal appointments and routine commitments.
- Manage travel bookings and reservations.
- Track key renewals, subscriptions, and reminders.
- Coordinate selected household or personal administrative tasks, as assigned.
- Handle confidential personal matters with discretion.

Communication

- Draft skilled emails, letters, and messages.
- Screen and prioritize incoming requests.
- Ensure timely responses to routine communication.
- Maintain a high standard of professionalism in all interactions.

Organization & Planning

- Maintain an action tracker for the MD.
- Ensure important documents are readily available.




- Anticipate upcoming requirements rather than waiting for instructions.
- Continuously improve administrative processes and systems

Skills & Experience

We are looking for someone who demonstrates:

- Excellent organizational and planning skills
- Strong written and verbal communication in English
- High attention to detail
- Exceptional follow-through and execution
- Ability to manage multiple priorities simultaneously
- Strong problem-solving ability
- Professional maturity and sound judgment
- High level of discretion and confidentiality
- Calmness under pressure
- Positive attitude and willingness to take ownership

Technical Skills

- Microsoft Office (Word, Excel, PowerPoint)
- Google Workspace (Docs, Sheets, Calendar)
- Comfortable using digital productivity and task management tools
- Ability to quickly learn new software and AI tools

Preferred candidate profile

- 2 to 8 years of experience as:
- Executive Assistant
- Personal Assistant
- Executive Secretary
- Founders Office Associate
- Executive Coordinator
- Experience supporting senior leadership, business owners, or CXOs is preferred.

Expectation & Next steps

- Your updated resume
- A brief cover note explaining why you believe you are the right fit for this role
- Your current CTC
- Your expected CTC
- Your notice period
- Current location

📌 Executive Assistant To Managing Director (Mumbai)
🏢 Kapadia Global Actuaries
📍 Mumbai