Position: Executive Assistant to the Managing Director

Location: Pune

Experience: 5–7 Years

About Seagull Advertising

Seagull Advertising is a full-service branding, advertising, and digital marketing agency that partners with businesses to build brands with clarity, creativity, and measurable impact.

We are looking for a proactive, highly organized, and execution-focused Executive Assistant to the Managing Director who can bring structure, accountability, and efficiency to leadership priorities, strategic initiatives, and client commitments.

This role goes beyond traditional executive support. It requires strong planning, coordination, communication, and follow-through to ensure that key business priorities move forward with discipline and consistency.

Key Responsibilities

Executive & Leadership Support

- Manage the MD's calendar, meetings, travel schedules, and key priorities.
- Prepare meeting agendas, briefing notes, and supporting documents.
- Record Minutes of Meeting (MoM) and track action items through completion.
- Coordinate leadership reviews and ensure timely follow-up on key decisions.

Strategic Project Coordination

- Coordinate strategic projects and agency initiatives across teams.
- Monitor timelines, deliverables, and project status.
- Ensure adherence to Seagull's processes and frameworks.
- Identify risks, resolve bottlenecks, and escalate delays when required.

Client & Business Coordination

- Schedule and coordinate client review meetings.
- Consolidate updates from teams and prepare concise briefing notes for the MD.
- Support proposal development by coordinating with Strategy, Creative, Brand Management, Digital, and Finance teams.
- Maintain proposal records and track progress of new business opportunities.

Documentation & Communication

- Draft qualified emails, internal communications, reports, presentations, and meeting summaries.
- Maintain accurate and organized documentation of client discussions, strategic notes,



proposals, and business records.
- Ensure information is communicated effectively across departments.

Dashboard & Knowledge Management

· Maintain project trackers and weekly business dashboards.

· Monitor key deliverables, client commitments, proposal pipeline, and leadership action items.

· Manage repositories of client documents, templates, presentations, case studies, and other business assets.

Special Projects

- Support the MD in strategic initiatives, workshops, research assignments, process improvement projects, AI adoption initiatives, training programs, and business development activities.

Skills & Competencies

- Exceptional planning, organization, and time management skills.
- Strong written and verbal communication.
- Excellent documentation and presentation abilities.
- Ability to manage multiple priorities and stakeholders simultaneously.
- High level of ownership, professionalism, and confidentiality.
- Strong problem-solving skills with attention to detail.
- Proactive mindset and excellent follow-through.

Technical Skills

- Microsoft Office (Word, Excel, PowerPoint)
- Google Workspace
- AI tools as required
- Project management and collaboration tools
- Presentation software

Preferred Experience

- 5–7 years of experience as an Executive Assistant, Executive Coordinator, Chief of Staff, Project Coordinator, Operations Coordinator, or a similar role supporting senior leadership.
- Experience in advertising, branding, marketing, media, consulting, or professional services will be an added advantage.
- Proven ability to coordinate cross-functional projects and manage multiple stakeholders effectively.

Qualifications

- Bachelor's degree in Business Administration, Management, Commerce, Mass Communication, Marketing, or a related field.
- A Master's degree (MBA or equivalent) is an added advantage.
- Excellent command of written and spoken English.
- Strong proficiency in Microsoft Office, Google Workspace, and AI-powered productivity tools.

📌 Executive Assistant to Managing Director (Maharashtra)
🏢 Seagull Advertising
📍 Maharashtra