About the role
Position Title Executive Assistant to MD
Business/Vertical Corporate
Department/ Function MD office
Job Responsibility Level Middle Management
Designation/ Grade Manager
Location Head Office – Gurugram
Reporting To Managing Director
Direct Reportee’s Individual Contributor
Span of Controls No Direct Span of Control
Behavioral Competencies Technical Competencies
Business Acumen Calendar & Schedule Management, SAP Experience
Confidentiality & Integrity Documentation & Record Management
Ownership & Accountability Travel & Meeting Management
Good Interpersonal & Communication Skills Basic Financial & Business Understanding
Prioritization & Time Management Meeting Coordination & Minutes of Meeting (MoM)
Professional Qualifications Grad/Post Grad
Age 35-38 yrs
Experiences 10-12 yrs
Preferred Industry Manufacturing
Business
Development
1. Performance Review & Management Reporting
• Managing and coordinating all Weekly/ Monthly Performance Review (MPR) meetings with
Department Heads
• Preparing Minutes of Meetings (MoM) and ensuring timely follow-up on action items with
respective department heads.
• Tracking assigned tasks and updating management on progress and completion status.
• Maintaining all pending action points, follow-up items, and closure reports.
2. Calendar & Meeting Management
• Managing the Managing Director's calendar, including planning and scheduling of internal and
external meetings.
• Coordinating international meetings with customers, ensuring seamless arrangements and
scheduling.
• Monitoring and tracking monthly utilization of MD’s time across planned meetings, unplanned
meetings, travel, and other activities.
3. Executive Support & Coordination
• Providing comprehensive executive assistance to the Managing Director in planning business
activities and strategic engagements.
• Preparing meeting materials, including one-page reports, discussion pointers, meeting
agendas, and presentations.
• Organizing meeting venues, customer visits, business dinners, and related logistics.
4. Communication & Correspondence Management
• Drafting, reviewing, and sending internal and external communications on behalf of the
Managing Director.
• Acting as a liaison between the Managing Director and departmental heads for effective
communication and execution of directives.
5. Task Monitoring & Follow-Up
• Following up with functional heads on commitments, deadlines, and key deliverables.
• Maintaining trackers for all "To-Do" activities, action plans, and management follow-up points.
6. Documentation, Data Management & Confidentiality
• Maintaining files, records, and databases in a systematic and organized manner.
• Ensuring complete confidentiality and security of sensitive information and management data.
• Managing and updating executive records and documentation for easy retrieval and reference.
7. System Administration & Approvals
• Handling approvals and workflow management in the Director's SAP system.
• Ensuring timely processing of approvals and coordination with concerned stakeholders.
8. Expense Management
• Managing the Managing Director's monthly expenses and maintaining expense records.
• Coordinating with the Accounts department for submission and processing of invoices,
reimbursements, and related documentation.