Executive Assistant to the Managing Director

Job Title: Executive Assistant to the Managing Director

Department: Administration / Executive Office

Reporting To: Managing Director

Location: Corporate Office

Job Summary The Executive Assistant to the Managing Director is responsible for providing high-level administrative,

organizational, and executive support to ensure the effective functioning of the Managing Director's office. The role requires exceptional planning, communication, confidentiality, and coordination skills while acting as the primary point of contact between the Managing Director and internal/external stakeholders.

Key Responsibilities

1. Executive Calendar & Schedule Management

Plan, organize, and manage the Managing Director's daily, weekly, and monthly schedule.

Prioritize appointments, meetings, and business commitments to maximize productivity.

Ensure adequate preparation time between meetings and maintain an efficient daily agenda.

Coordinate and confirm appointments with internal and external stakeholders.

2. Communication Management

Handle incoming phone calls, emails, and correspondence on behalf of the Managing Director.

Screen, prioritize, and respond to communications where appropriate.

Maintain professional communication with employees, customers, vendors, and business associates.

Draft letters, emails, circulars, and official correspondence.

3. Meeting Coordination

Organize Board Meetings, Management Meetings, and business review meetings.

Prepare meeting agendas and circulate relevant documents.

Attend meetings, record minutes, and accurately prepare Minutes of Meeting (MOM).

Follow up on action points and ensure timely completion.

4. Documentation & Presentation

Prepare reports, business documents, Board Reports, and confidential correspondence.

Develop professional PowerPoint presentations for business reviews,



management meetings,

and strategic discussions.

Ensure all documents are accurately formatted and comply with company standards.

Manage photocopying, scanning, printing, and documentation requirements.

5. Travel Management

Plan and coordinate domestic and international travel for the Managing Director.

Arrange flight bookings, hotel reservations, transportation, visas, travel insurance, and related documentation.

Prepare travel itineraries and ensure smooth travel arrangements.

Coordinate personal and official travel requirements.

6. Administrative Support

Maintain confidential files, records, and executive documents.

Coordinate with various departments for information and follow-up on pending tasks.

Monitor important deadlines and ensure timely completion of assigned activities.

Maintain office records and executive correspondence.

8. Social Media & Corporate Presence

Coordinate regular updates across the company's official social media platforms.

Assist in preparing professional content for company announcements, events, achievements,

and business updates.

Coordinate with internal teams for branding and communication activities.

9. Compliance & Confidentiality

Maintain complete confidentiality regarding business information and executive matters.

Ensure compliance with company policies, procedures, and statutory requirements.

Handle sensitive information with discretion and professionalism.

10. Additional Responsibilities





Coordinate special projects assigned by the Managing Director.

Support event planning, management meetings, customer visits, and executive functions.

Perform any additional duties assigned by the Managing Director from time to time.

11. Events & VIP Management

Organize Board Meetings

Annual Strategy Meetings

Leadership Conferences

Customer Visits

Plant Visits

VIP Hospitality

12. AI & Digital Productivity

Use AI tools (such as ChatGPT/Copilot) for drafting documents, presentations, meeting summaries, research, and productivity enhancement

Maintain digital filing systems

Improve office productivity through technology

13. Technology Skills

Advanced Excel

PowerPoint

Outlook

Microsoft Teams

Google Workspace

AI productivity tools

Document management systems

Video conferencing platforms

Required Qualifications

Bachelor's Degree in Business Administration, Commerce, Management, or a related discipline.

Executive Assistant or Executive Secretary certification will be an added advantage.

Experience

5-8 years of experience as an Executive Assistant, Executive Secretary, or Personal Assistant to senior management.

Experience supporting CXOs, Directors, or Managing Directors is preferred.

Key Skills & Competencies

Excellent verbal and written communication skills.

Strong organizational and multitasking abilities.

Exceptional time management and planning skills.

High level of confidentiality and integrity.

Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Excellent presentation preparation skills.

Strong interpersonal and coordination skills.

Ability to work under pressure and meet deadlines.

Professional etiquette and executive presence.

Knowledge of travel coordination, visa processing, and documentation.

📌 Executive Assistant To Managing Director (Hyderabad)
🏢 Mavee Foods
📍 Hyderabad