Executive Assistant to the Managing Director (MD)

Department: MD’s Office / Administration
Designation: Executive Assistant to the Managing Director
Reporting To: Managing Director (MD)
Location: SISH Colony Ondipudur, Coimbatotore
Employment Type: Full-time

1. Job Purpose

To provide high-level administrative, organizational, and executive support to the Managing Director, ensuring efficient management of daily activities, meetings, communication, documentation, and follow-ups. The role requires a proactive, highly organized, and discreet professional who can coordinate with internal departments and external stakeholders while maintaining strict confidentiality.

2. Key Responsibilities

A. Calendar and Time Management

- Manage the MD’s daily schedule, appointments, meetings, and calendar.
- Prioritize appointments and ensure effective utilization of the MD’s time.
- Coordinate internal and external meetings, including venue, agenda, and required documents.
- Arrange domestic and international travel, accommodation, and itineraries as required.

B. Meeting Coordination and Follow-up

- Prepare meeting agendas, presentations, reports, and briefing materials.
- Record meeting minutes and document key decisions and action points.
- Coordinate with department heads to track pending tasks and commitments.
- Follow up on action items and ensure timely completion of assignments.
- Maintain a tracker of important decisions, deadlines, and management directives.

C. Communication and Correspondence

- Handle emails, telephone calls, letters, and other communications on behalf of the MD, as authorized.
- Draft professional emails, business correspondence, notices, and management communications.
- Coordinate communication between the MD and department heads, clients, vendors, and other stakeholders.
- Screen and prioritize incoming requests requiring the MD’s attention.

D. Management Reporting and Documentation

- Collect and consolidate reports, updates, and data from various departments.
- Prepare management summaries, MIS reports, presentations, and dashboards as required.
- Maintain organized records of important documents, agreements, correspondence, and management decisions.
- Ensure timely submission of reports and follow-up on pending information.

E. Interdepartmental Coordination





- Act as a coordination point between the MD’s office and various departments.
- Obtain updates on key business activities, projects, and operational matters.
- Monitor deadlines and escalate delays, risks, or critical issues to the MD.
- Support the implementation and tracking of management instructions.

F. Confidentiality and Executive Support

- Handle confidential business information with utmost discretion.
- Maintain confidentiality of management discussions, business plans, financial information, and employee-related matters.
- Support the MD in special assignments, business reviews, presentations, and strategic initiatives.
- Anticipate the MD’s requirements and proactively resolve administrative and coordination issues.

G. Travel and Expense Management

- Coordinate travel bookings, hotel reservations, transport, and meeting arrangements.
- Prepare travel schedules and supporting documents.
- Coordinate expense statements, bills, reimbursements, and related documentation.
- Maintain records of travel plans and business engagements.

3. Qualifications and Experience

- Bachelor’s degree in Business Administration, Commerce, Management, or a related discipline.
- 3–7 years of relevant experience in executive assistance, management coordination, or senior-level administrative support.
- Experience supporting a Managing Director, CEO, Director, or senior executive is preferred.
- Strong working knowledge of MS Office, particularly Excel, Word, and PowerPoint.
- Familiarity with email and calendar management tools, document management, and reporting systems.

4. Required Skills and Competencies

- Excellent verbal and written communication skills.
- Strong planning, organization, and time-management abilities.
- High level of integrity, confidentiality, and professional conduct.
- Excellent follow-up and task-tracking skills.
- Ability to prioritize multiple assignments and work under tight deadlines.




- Strong interpersonal and stakeholder-management skills.
- Attention to detail and accuracy in documentation.
- Proactive problem-solving and decision-making abilities.
- Skilled attitude and the ability to work independently.
- Flexibility to support urgent business requirements when necessary.

5. Key Performance Indicators (KPIs)

Performance will be evaluated based on the following:

- Calendar Management: Accuracy and effectiveness of scheduling and appointment coordination.
- Meeting Effectiveness: Timely preparation of agendas, meeting materials, and minutes.
- Action-Item Closure: Percentage of assigned action points followed up and closed within deadlines.
- Reporting Timeliness: On-time submission of reports, presentations, and requested information.
- Communication Efficiency: Timely handling and coordination of correspondence and requests.
- Documentation Accuracy: Completeness, accuracy, and accessibility of records.
- Confidentiality: Adherence to company policies and confidentiality requirements.
- Executive Support Effectiveness: Overall satisfaction of the MD with the quality and responsiveness of support.

6. Authority and Working Relationships

- Reports directly to the Managing Director.
- Coordinates with department heads, senior management, employees, clients, vendors, and external stakeholders.
- Follows up on management instructions and escalates unresolved issues to the MD.
- Does not make commitments or decisions on behalf of the MD without appropriate authorization.

7. Expected Outcomes

- Effective utilization of the MD’s time.
- Timely execution of management decisions and action items.
- Improved coordination between departments.
- Reliable and accurate management information.
- Professional handling of business communication and documentation.
- High standards of confidentiality, accountability, and executive support.

Note: The Executive Assistant is expected to act as a trusted support partner to the Managing Director, ensuring that priorities are managed efficiently, commitments are tracked systematically, and critical business matters receive timely attention.

Pay: ₹25,000.00 - ₹50,000.00 per month

Benefits:

- Cell phone reimbursement
- Flexible schedule
- Leave encashment
- Paid sick time
- Provident Fund

Work Location: In person

📌 Executive Assistant to CEO (Ondipudur)
🏢 Countai Private
📍 Ondipudur