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Position Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and strategic support to the Managing Director. The ideal candidate will serve as a trusted partner, ensuring seamless coordination of executive priorities,

stakeholder communications, and business operations while maintaining the highest level of confidentiality and professionalism.

Key Responsibilities

- Executive Support

 Manage and optimize the Managing Director's calendar, scheduling appointments,

meetings, and business engagements to ensure effective time management.

 Prepare meeting agendas, presentations, reports, and briefing materials for internal and external stakeholders.

 Review, prioritize, and manage incoming communications, including emails, calls, and correspondence.

 Act as a key point of contact and liaison between the Managing Director and internal as well as external stakeholders.

- Stakeholder Coordination & Communication

 Collaborate with cross-functional teams to ensure timely execution and follow-up of key business initiatives.

 Draft and review professional emails, business correspondence, reports, and official communications on behalf of the Managing Director.

 Build and maintain effective working relationships with clients, vendors, senior leadership, and other business associates.

- Travel & Logistics Management

 Coordinate domestic and international travel arrangements, including flights,

accommodation, transportation, and visas where required.

 Develop detailed travel itineraries and manage travel-related documentation.

 Monitor and reconcile travel expenses while ensuring compliance with company policies.

- Meeting & Event Management

 Plan and coordinate board meetings, leadership reviews, strategic discussions, and other executive-level engagements.

 Prepare and circulate meeting materials in advance.

 Record Minutes of Meetings (MOMs), track action points, and follow up with stakeholders to ensure timely closure.





- Data Management & Reporting

 Maintain accurate and confidential records, documents, management reports, and dashboards.

 Compile, analyse, and present business-related information and key performance indicators as required.

 Ensure timely preparation and submission of reports with high accuracy and attention to detail.

- Administrative & Project Support

 Manage day-to-day administrative activities efficiently and professionally.

 Maintain organized filing systems and documentation, both electronic and physical.

 Support strategic initiatives, special projects, and business assignments as directed by the Managing Director.

Desired Skills & Competencies

 Exceptional verbal and written communication skills.

 Strong interpersonal and stakeholder management capabilities.

 Excellent organizational, planning, and time-management skills.

 Ability to prioritize multiple tasks in a rapid-paced environment.

 High level of discretion, integrity, and confidentiality.

 Strong analytical and problem-solving abilities with keen attention to detail.

 Proficiency in Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook.

 Ability to work independently while demonstrating ownership and accountability.

Qualifications & Experience

Educational Qualification

 Bachelor's degree in Commerce, Business Administration, or a related discipline.

 MBA (Finance) or equivalent postgraduate qualification will be an added advantage.

Professional Experience

 3 to 8 years of experience as an Executive Assistant or in a comparable executive support role.

 Prior experience supporting senior leadership, C-suite executives, or business heads is highly preferred.

 Minimum 4 years of relevant executive support experience.

Language Proficiency

 Excellent command of spoken and written English.

 Strong business communication and correspondence writing skills.

Technical Proficiency

 Advanced working knowledge of Microsoft Excel, Outlook, Word, and PowerPoint.

 Experience in preparing executive presentations, reports, dashboards, and MIS documentation.

📌 Executive Assistant To Managing Director (Ahmedabad)
🏢 Kaapro Management Solutions
📍 Ahmedabad