Job title : EA to Group MD
Grade : NA
Hiring Manager : Madhuri Pradeshi
Location : Mumbai
Job type : Full-time, permanent
Apply now:
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[email protected]
Use email subject: Application for Executive Assistant to Group MD
About the job
Our Organisation:
Exicon Group is an integrated marketing and experience partner with over 25 years of expertise in healthcare and beyond. Operating across four specialised verticals — Exicon Consulting, Exicon Media Solutions, Contimeda, and Printle — we combine strategy, creativity, and execution to deliver measurable impact for the brands we work with. From brand strategy and campaign creative to medical education, large-scale events, and physical brand environments, we bring it all under one roof. Our work spans the pharmaceutical, healthcare, FMCG, BFSI, and lifestyle sectors, and has been recognised at global platforms including the TITAN Health Awards and the Lisbon International Health Festival. We are a team of curious, driven individuals who believe that possibility is not an abstract hope — it is a working principle. If you want to build something that matters, you'll find your people here.
The role is primarily focused on:
Calendar & Time Management
Travel & Logistics
Executive Communication:
Meeting Support:
Stakeholder Coordination
Major stakeholders include:
Management, Business Leadership & Department Heads
Main responsibilities:
1. Calendar & Time Management
Manage the Managing Director's daily calendar, appointments, meetings, and business commitments.
Prioritize and coordinate schedules to optimize time utilization and ensure effective planning. Proactively anticipate scheduling conflicts and arrange suitable alternatives.
2. Travel & Logistics Management
Plan and coordinate domestic and international travel arrangements for the MD. Manage flight bookings, hotel accommodations, visa applications, transportation, and travel itineraries. Ensure smooth execution of travel plans and promptly address any travel-related issues.
3. Correspondence Management
Draft, review, and manage emails, letters, presentations, and other business communications on behalf of the MD. Screen and prioritise incoming communications, ensuring timely responses and follow-ups.
Maintain professional communication with internal and external stakeholders.
4. Meeting Coordination & Executive Support
Organise and coordinate meetings, including preparing agendas, briefing notes, reports, and presentations.
Attend meetings when required, record minutes, and circulate action points.
Monitor and track action items to ensure timely completion and follow-up.
5. Stakeholder Management
Serve as the primary point of contact between the MD and internal leadership teams, clients, vendors, and external partners. Build and maintain strong professional relationships with key stakeholders.
Facilitate effective communication and coordination across departments.
6. Business & Administrative Support
Prepare reports, presentations, dashboards, and analytical data for leadership reviews, client meetings, board meetings, and strategic discussions.
Assist in special projects and business initiatives assigned by the MD. Support the MD in decision-making by providing accurate and timely information.
7. Confidential Information Management
Handle sensitive information, documents, and strategic initiatives with the highest level of confidentiality and discretion. Maintain secure records and ensure compliance with company policies regarding confidential information.
8. Bills, Expenses & Reimbursements
Manage and maintain all bills, expense records, and reimbursement claims relating to the MD. Ensure timely submission of bills and expense statements with necessary approvals. Coordinate with the Accounts and Finance teams for processing and reconciliation.
9. Office Administration
Oversee the day-to-day administrative requirements of the MD's office. Maintain office records, documents, and filing systems of the MD in an organized manner.
Essential Skills and Experience
Essential Qualifications
9 to 10 years of experience as PA/EA to CXO, MD, or Senior Leadership
Advanced proficiency in MS Office: PowerPoint, Excel, Word
Strong organisational and multitasking skills
Bachelor’s degree required
MBA preferred
Desirable Skills and Experience
Experience in a rapid-paced, multi-business group environment
Exposure to client management and preparing leadership presentations
Familiarity with digital tools for scheduling, collaboration, and documentation
Soft Skills
Strong communication and interpersonal skills
Problem-solving and decision-making
Languages: English, Hindi & Marathi.
Mindset & Personality
Proactive, resourceful, and takes ownership
High level of discretion and professionalism
Ability to work under pressure and meet tight deadlines
📌 Executive Assistant to Managing Director (Mumbai)
🏢 Exicon Group
📍 Mumbai