Roles & Responsibilities: Executive Assistant to MD

Position Summary The Executive Assistant (EA) to the MD provides high-level administrative, coordination, and confidential support to the Managing Director, ensuring smooth day-to-day functioning of the MD's office. The role requires strong organizational skills, discretion, and the ability to liaise across departments, external stakeholders, and senior management on the MD's behalf.

Key Roles & Responsibilities1. Calendar & Schedule Management

- Manage the MD's daily calendar, appointments, meetings, and travel schedules.
- Prioritize and coordinate meeting requests, avoiding conflicts and ensuring optimal use of the MD's time.
- Proactively remind the MD of upcoming commitments, deadlines, and follow-up actions.
- Reschedule/reorganize meetings as priorities shift, keeping all stakeholders informed.

1. Communication & Correspondence

- Draft, review, and manage emails, letters, memos, and official communication on behalf of the MD.
- Screen and prioritize incoming calls, emails, and messages, routing them appropriately or handling directly where possible.
- Act as the first point of contact between the MD and internal/external stakeholders (employees, clients, vendors, government bodies).
- Ensure timely and professional responses to communications requiring the MD's attention.

1. Meeting Coordination & Documentation

- Organize internal and external meetings — scheduling, venue/logistics, agenda preparation, and participant coordination.
- Attend meetings with the MD (as required), take minutes, and track action items to closure.
- Prepare meeting briefs, background notes, and presentation materials in advance of key meetings.
- Follow up with respective departments/individuals to ensure action items from meetings are executed on time.

1. Travel & Logistics Management

- Plan and coordinate the MD's domestic and international travel — flights, accommodation, visas, and itineraries.




- Prepare detailed travel schedules and ensure all logistics (transport, meetings, documents) are in place.
- Handle travel-related expense reports and reimbursements.

1. Coordination with Departments & Stakeholders

- Liaise with department heads (Sales, Procurement, Production, Quality, Finance, HR) to gather updates, reports, and information required by the MD.
- Follow up on pending approvals, decisions, and action items across departments on behalf of the MD.
- Coordinate with external stakeholders — clients, auditors, consultants, government officials, and business partners — as directed by the MD.
- Represent the MD's office in routine coordination matters, ensuring consistency in communication.

1. Reports, Presentations & Documentation

- Prepare reports, presentations, and dashboards (MIS, sales, procurement, production summaries) for the MD's review.
- Consolidate inputs from various departments into concise, decision-ready formats.
- Maintain organized records/files of important documents, contracts, correspondence, and MD's approvals.
- Ensure confidentiality and secure handling of sensitive business and personal documents.

1. Confidentiality & Special Assignments

- Handle confidential and sensitive information (business strategy, financials, HR matters) with utmost discretion.
- Support the MD in special projects, research, or ad-hoc assignments as required.
- Assist in personal administrative matters/errands for the MD, where applicable.
- Anticipate the MD's needs and proactively resolve issues before escalation.

1. Office & Vendor Coordination





- Coordinate with admin/office teams to ensure the MD's office runs smoothly (supplies, equipment, facilities).
- Liaise with vendors/service providers engaged directly by the MD's office (travel agents, event organizers, etc.).
- Manage petty cash/expenses related to the MD's office, ensuring proper documentation.

Required Skills & Competencies
- Excellent written and verbal communication skills (English and regional language, as applicable).
- Strong organizational, multitasking, and time-management abilities.
- High level of discretion, integrity, and professionalism in handling confidential matters.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and calendar/scheduling tools.
- Strong interpersonal skills to coordinate effectively across all levels of the organization.
- Ability to work under pressure, manage last-minute changes, and multitask across priorities.
- Proactive, detail-oriented, and solution-driven approach.

Qualifications & Experience
- Education: Bachelor's degree (any discipline); MBA or PG Diploma in Management preferred.
- Experience: 5–10 years as an Executive Assistant/Personal Assistant to senior management (MD/CEO/Director level), preferably in a manufacturing or industrial setup.
- Additional Skills (Preferred): Exposure to ERP/CRM systems, basic understanding of business operations (sales, procurement, production) to add context to coordination tasks.

Key Performance Indicators (KPIs)
- Timeliness and accuracy of MD's schedule management
- Turnaround time on follow-ups and action items across departments
- Quality and timeliness of reports/presentations prepared
- Confidentiality maintenance (zero breaches)
- Stakeholder satisfaction (internal departments and external contacts)

Pay: ₹25,000.00 - ₹45,993.11 per month

Perks

- Commuter assistance
- Food provided
- Paid sick time
- Paid time off
- Provident Fund

Work Location: In person

📌 Executive Assistant to Managing Director (Irugur)
🏢 Countai Private
📍 Irugur