Role & responsibilities

Executive Calendar & Time Management

- Manage and maintain the MD/CEO's calendar, appointments, meetings, and schedules.
- Coordinate internal and external meetings and ensure timely reminders.
- Prioritize appointments and manage conflicting schedules efficiently.
- Handle urgent requests and manage last-minute schedule changes.

Communication & Correspondence Management

- Draft, review, and manage professional emails, letters, memos, and communications.
- Prepare speeches, presentations, blog content, business responses, and executive communications.
- Manage communication across stakeholders, including clients, vendors, investors, board members, and internal teams.
- Ensure timely follow-up and closure of action items.

Meeting & Board Coordination

- Organize leadership, board, investor, and management meetings.
- Prepare meeting agendas and supporting documents.
- Record meeting notes and prepare Minutes of Meetings (MoM).
- Track action items and ensure completion within agreed timelines.
- Coordinate with board members and investors for schedules, documentation, and follow-ups.

Travel & Logistics Management

- Arrange domestic and international travel arrangements.
- Manage airline, train, hotel, and transportation bookings.
- Prepare travel itineraries and coordinate logistics.
- Process and maintain travel expense reports and reimbursement documentation.

Project Management & Follow-Up

- Track strategic projects and key business initiatives.
- Monitor deadlines and escalate delays proactively.
- Prepare status reports, dashboards, and progress trackers in Excel.




- Coordinate with cross-functional teams for project execution and updates.

Business Coordination

- Develop a strong understanding of the company's business model, functions, and priorities.
- Work closely with department heads to gather updates and support decision-making.
- Facilitate collaboration across multiple functions and stakeholders.

Personal & Confidential Information Management

- Handle highly confidential and privileged information with discretion.
- Support personal administrative matters of the MD/CEO when required.
- Manage records related to properties, investments, taxation, regulatory matters, and important personal/business documentation.

Documentation & Digital File Management

- Organize and maintain digital documents and records.
- Manage cloud storage platforms including:

- Microsoft OneDrive

- SharePoint

- Dropbox

- Google Drive
- Maintain structured file and folder systems for easy access and retrieval.

Event & Conference Management

- Coordinate executive events, conferences, workshops, and meetings.
- Manage invitations, registrations, guest communications, and logistics.
- Coordinate with speakers, vendors, and attendees.
- Arrange gifts, hospitality, and special requirements.
- Document event proceedings and prepare reports.





Social Media & Creative Support

- Create and coordinate social media content and executive branding initiatives.
- Design basic creatives, presentations, and marketing materials using Canva.
- Assist with social media post planning and content inputs.

AI & Productivity Enablement Leverage AI and productivity tools to enhance executive efficiency, including:

- ChatGPT
- Notebook LM
- Perplexity
- Claude
- Gemini

Use AI tools for:
- Research
- Content creation
- Meeting summaries
- Presentation development
- Productivity enhancement
- Executive reporting

Risk & Crisis Management

- Respond effectively to urgent and unforeseen situations.
- Provide proactive support during business and personal emergencies.
- Anticipate risks and ensure timely escalation and resolution

Required Skills & Competencies

Communication Skills

- Excellent verbal and written communication skills.
- Strong drafting, business correspondence, and content creation capabilities.
- Ability to communicate professionally with senior stakeholders.

Language Proficiency

- English (Fluent)
- Hindi (Fluent)

Computer & Software Proficiency

- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft OneNote
- Microsoft Outlook
- Canva

Hardware Proficiency

- Tablets and Smartphones
- Printers and Peripheral Devices

Organizational Competencies

- Strong planning and organizational skills.
- Excellent attention to detail.
- Ability to multitask and prioritize effectively.
- High level of ownership and accountability.

Robust follow-up and execution capabilities

📌 Executive Assistant To Managing Director (Ahmedabad)
🏢 Promantus India
📍 Ahmedabad