Z-3448 | Personal Executive Assistant to Managing Director

Location: Mumbai - Bandra

Department: Executive Office

Reporting To: Managing Director

Skills & Competencies:

• Excellent verbal and written communication skills (English proficiency required).
• Strong organizational, time management, and multitasking abilities.
• Professional discretion and integrity in handling confidential matters.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Pleasant personality with strong interpersonal skills.
• Ability to work under pressure and adapt to changing priorities.

Job Purpose:

To provide comprehensive administrative, secretarial, and strategic support to the Managing Director, ensuring smooth day-to-day operations, effective time management, and efficient coordination of all business and personal commitments.

Key Responsibilities:

1. Executive Support

• Manage and maintain the Managing Director’s calendar — scheduling appointments, meetings, travel, and personal engagements.
• Prepare meeting agendas, collate necessary documents, and ensure timely follow-up on pending actions.
• Handle all correspondence (emails, calls, letters) — prioritizing and responding where appropriate.
• Draft and review professional communication, letters, and reports.
• Coordinate with internal departments and external stakeholders on behalf of the Managing Director.

2. Travel & Logistics

• Plan and organize detailed travel itineraries (domestic & international), including flights, hotels, transport, and visa arrangements.
• Prepare travel expense statements and handle reimbursements.

3. Administrative & Operational Support

• Maintain confidentiality and discretion in handling sensitive information.
• Organize and maintain physical and digital files.
• Assist in preparation of presentations, reports, and meeting notes.
• Support in project tracking and business initiatives assigned by the Managing Director.

4. Personal Assistance

• Manage personal appointments, purchases, and household-related tasks when required.
• Coordinate with vendors, service providers, and household staff (if applicable).
• Handle ad-hoc personal tasks with utmost trust and efficiency.

5. Office Coordination

• Liaise with HR, Admin, and Accounts for approvals, reimbursements, and internal communications.
• Assist in organizing events, conferences, and internal meetings.
• Ensure smooth communication flow between the Managing Director and teams.