To provide comprehensive administrative, coordination, communication, and operational support to the Managing Director/CEO, ensuring that management activities, meetings, follow-ups, documentation, and assigned tasks are handled efficiently and completed within the required timelines.

1. Calendar & Schedule Management

- Manage the Managing Director’s/CEO’s daily schedule, appointments, meetings, and commitments.
- Coordinate and prioritize appointments based on urgency and importance.
- Ensure that the management is properly informed about upcoming meetings and important commitments.

2. Meeting Coordination

- Schedule internal and external meetings with department heads, clients, consultants, vendors, and other stakeholders.
- Prepare meeting agendas, required documents, presentations, and other materials in advance.
- Ensure that all relevant participants receive timely information regarding meetings.

3. Minutes of Meeting & Follow-up

- Record important discussions, decisions, responsibilities, and deadlines during management meetings.
- Prepare and circulate accurate Minutes of Meeting (MOM) to the concerned personnel.
- Follow up with responsible individuals and departments to ensure timely completion of assigned action points.

4. Management Task Coordination

- Coordinate with various departments regarding instructions and tasks assigned by the Managing Director/CEO.
- Maintain a proper tracker of pending, ongoing, and completed management assignments.
- Regularly update management regarding the status of important tasks and highlight delays or issues.

5. Report & MIS Preparation

- Collect required operational, financial, HR, project, and departmental information from concerned teams.
- Prepare MIS reports, summaries, dashboards, presentations, and other reports required by management.
- Ensure that reports are accurate, properly formatted,



and submitted within the required timelines.

6. Communication Management

- Handle official emails, calls, messages, and correspondence on behalf of the Managing Director/CEO as instructed.
- Draft professional emails, letters, notices, memos, and other official communications.
- Ensure that important communications are properly conveyed to the concerned departments and stakeholders.

7. Documentation & Record Management

- Maintain organized records of management-related documents, reports, correspondence, agreements, presentations, and meeting records.
- Ensure important documents are easily accessible whenever required.
- Maintain proper version control and confidentiality of sensitive documents.

8. Confidentiality & Information Security

- Handle confidential business, financial, employee, client, and management information with the highest level of discretion.
- Ensure that confidential documents and communications are shared only with authorized persons.
- Avoid unauthorized disclosure of sensitive company information.

9. Departmental Coordination

- Act as a coordination point between the Managing Director/CEO and various departments.
- Obtain required updates, reports, documents, and clarifications from department heads.
- Ensure smooth flow of information between management and departments.
- Bachelor’s degree in Business Administration, Management, Commerce, or any relevant discipline.

Experience

- 2–5 years of relevant experience as an Executive Assistant, Personal Assistant, Management Assistant, or in a similar role.
- Previous experience working directly with senior management is preferred.
- Additional qualification in Executive Administration, Office Management, or a related field will be an advantage.
- Valuable proficiency in MS Word, MS Excel, PowerPoint, Outlook/email, and online meeting platforms.

Benefits:

- Commuter assistance
- Food provided
- Paid sick time

Work Location: In person

📌 Executive Assistant and Office Administrator (Kalady)
🏢 Marysadan Projects
📍 Kalady