Job Summary

To provide comprehensive executive support to the Director by managing schedules, meetings, travel arrangements, management coordination, and follow-ups on key business activities. The role requires a highly organized, proactive, and discreet professional who can ensure timely execution of priorities and smooth communication between the Director and senior management.

Key Responsibilities

A. Calendar & Schedule Management

Manage the Director’s monthly calendar, daily schedule, appointments, and key commitments.

Prioritize meetings and ensure effective utilization of the Director’s time.

Anticipate scheduling conflicts and proactively suggest solutions.

Send timely reminders regarding important meetings, deadlines, and commitments.

B. Meeting & Management Coordination

Organize internal and external meetings, including scheduling, venue arrangements, and participant coordination.

Prepare meeting agendas, briefing notes, presentations, and relevant documents.

Record meeting minutes, key decisions, and action points.

Follow up with Senior Managers, Department Heads, and other stakeholders to ensure timely closure of action items.

Track pending decisions and escalate delays or critical issues to the Director.

C. Senior Management Follow-ups

Coordinate with Senior Managers and Department Heads regarding business updates, pending tasks, and management instructions.

Monitor the status of important assignments and ensure timely submission of reports.

Maintain an action tracker for ongoing projects, management directives, and critical deadlines.





Ensure clear communication of the Director’s instructions to relevant stakeholders and track implementation.

D. Travel & Itinerary Management

Plan and manage the Director’s travel calendar, including business trips, meetings, and official visits.

Arrange flight/train bookings, hotel reservations, local transportation, and other travel requirements.

Prepare detailed travel itineraries and share schedules with relevant stakeholders.

Manage last-minute changes to travel plans and ensure smooth travel arrangements.

E. Reporting & Documentation

Prepare management reports, presentations, MIS updates, and business review documents as required.

Consolidate information and updates received from different departments for the Director’s review.

Maintain records of meetings, important correspondence, commitments, and pending action items.

Ensure timely availability of documents required for management reviews and strategic discussions.

F. Administrative & Executive Support

Manage official emails, calls, correspondence, and meeting requests as required.

Screen and prioritize requests requiring the Director’s attention.

Coordinate with internal departments and external stakeholders on behalf of the Director.

Support the planning of management reviews, business meetings, conferences,



and official events.

Handle urgent assignments and special projects delegated by the Director.

G. Confidentiality & Professional Conduct

Maintain strict confidentiality of sensitive business information, financial data, management discussions, and official documents.

Exercise discretion while handling communications and interactions with senior management.

Ensure secure maintenance of important records and correspondence.

H. Minutes of Meeting (MoM) – Director’s Meetings

Prepare and circulate MoM for all Director’s meetings, documenting key decisions, action points, task owners, and deadlines.

Maintain MoM records and follow up with Senior Managers for timely closure of action points.

Highlight pending tasks and delays to the Director.

Required Qualifications & Skills:

- Post Graduate in any discipline; a management qualification will be an added advantage.
- 10-15 years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior management.Excellent communication, coordination, and follow-up skills.
- Strong calendar management, time management, and organizational abilities.
- Proficiency in MS Excel, Word, PowerPoint, Outlook, and digital calendar tools.
- Ability to prepare reports, presentations, meeting minutes, and action trackers.
- Strong prioritization, problem-solving, and multitasking abilities.
- Professional approach, attention to detail, and high levels of confidentiality.

Pay: ₹70,000.00 - ₹100,000.00 per month

Work Location: In person

📌 Executive Assistant to Director (Andheri)
🏢 Madhuban Motors Private
📍 Andheri