JOB DESCRIPTION:

Role Summary

We are looking for a highly organized, proactive and detail-oriented Executive Assistant to provide comprehensive administrative and executive support to the MD & CEO. The role involves managing schedules, coordinating meetings, handling correspondence, organizing travel, organizing conferences, preparing reports and presentations and ensuring smooth day-to-day functioning of the executive office.

The ideal candidate should possess excellent communication and organizational skills, strong attention to detail, discretion in handling confidential information and the ability to manage multiple priorities efficiently.

Key Responsibilities

1. Executive & Calendar Management

- Act as the primary point of contact between the MD, CEO, internal teams, clients, and external stakeholders.
- Manage the MD’s and CEO’s calendars, appointments, meetings and schedules.
- Coordinate meetings, schedule appointments, circulate agendas and ensure timely follow-ups on action items.
- Handle correspondence, emails, calls, and other communications on behalf of the management, as required.
- Maintain confidentiality while handling sensitive business information and executive communications.

2. Travel & Logistics Management

- Plan and coordinate domestic and international travel arrangements, including flights, hotels, local transportation and other logistics.
- Prepare detailed travel itineraries and ensure all travel-related documents and arrangements are in place.
- Coordinate travel schedules and communicate changes or updates to the concerned stakeholders.

3. Administrative Coordination

- Supervise and manage the office support staff,



including office boys and coordinate their schedules and daily responsibilities to ensure smooth office operations.
- Coordinate day-to-day administrative activities to ensure the smooth functioning of the executive office.
- Liaise with internal departments and external vendors for administrative requirements.
- Coordinate the printing and issuance of visiting cards, employee ID cards and other official materials.
- Maintain updated employee birthday lists, contact directories and other administrative records.
- Monitor office-related requirements and ensure timely completion of assigned administrative tasks.

4. Documentation & Communication

- Draft, proofread and manage professional emails, letters, notices, and other business correspondence.
- Take dictation, prepare meeting minutes and maintain records of key discussions and decisions.
- Prepare reports, presentations, spreadsheets and other documents as required by the management.
- Maintain an organized filing system for physical and digital documents.
- Ensure the accuracy, confidentiality and timely circulation of official communications.

5. Database & Process Management

- Maintain and regularly update contact lists, databases, trackers and management records.




- Ensure proper documentation and systematic filing of important business information.
- Identify opportunities to improve existing administrative processes and record-management systems.
- Track pending tasks, follow up with stakeholders and ensure timely closure of assigned activities.

Required Skills & Competencies

- Excellent written and verbal communication skills.
- Solid email drafting, proofreading and business correspondence skills.
- Proficiency in MS Office, particularly Outlook, Word, Excel, and PowerPoint.
- Strong organizational, coordination and time-management skills.
- Ability to multitask, prioritize work and meet deadlines.
- Professionalism, discretion and the ability to handle confidential information.
- Strong follow-up skills and a proactive, solution-oriented approach.
- Good interpersonal skills and the ability to coordinate effectively with senior management and multiple stakeholders.

Qualifications & Experience

- Graduate in any discipline; additional qualifications in administration or management will be an advantage.
- Prior experience as an Executive Assistant, Personal Assistant, Management Assistant, or in a similar administrative coordination role.
- Experience supporting senior management, preferably a Managing Director, CEO, or other senior executives, will be an advantage.

Pay: ₹40,000.00 - ₹50,000.00 per month

Benefits:

- Provident Fund

Application Question(s):

- Do you have experience assisting a Managing director?
- Where do you reside in Mumbai?
- What is your current CTC?
- What is your Notice Period?

Work Location: In person

📌 Executive Assistant to Managing Director (Mumbai)
🏢 IOS Relocations
📍 Mumbai