Executive Assistant to Director
Key Responsibilities
- Calendar & Communication Management
- Maintain and manage the MD’s daily schedule including meetings, appointments, and deadlines.
- Prioritize tasks and appointments to ensure optimal use of the MD's time.
- Handle email correspondence, draft official communications, screen calls, and route messages appropriately.
- Act as a liaison between the MD and internal teams or external stakeholders.
- Coordinate with various departments to facilitate smooth inter-departmental communication.
- Ensure that documents and approvals are routed efficiently within the organization.
- Track pending work, deadlines, and ensure timely follow-up on delegated assignments.
- Maintain a “To-Do List” or action tracker for the executive’s daily and weekly priorities.
- Travel & Logistics
- Manage end-to-end domestic and international travel arrangements including:
- Flight and hotel bookings
- Travel insurance
- Visa processing and documentation
- Foreign exchange arrangements
- Local and outstation cab bookings
- Preparation of detailed travel itineraries
- Expense & Financial Coordination
- Maintain and reconcile travel and business-related expenses.
- Ensure accurate expense reports, including adjustment of forex differences.
- Coordinate with banks, relationship managers, and finance professionals for financial approvals, documentation, and updates.
- Personal Assistance to the MD
- Act as the first point of contact for internal and external clients/visitors.
- Handle confidential matters with utmost discretion.
- Conduct research, compile data, and prepare reports or briefing materials as needed.
- Assist with personal tasks such as bookings, reminders, and basic errands when required.
- Proactively anticipate the MD’s needs and take initiative to resolve them.
- Drafting, Correspondence & Documentation
- Draft and format official letters, internal memos, circulars, and notices.
- Review drafts prepared by departments before submission for the executive’s approval.
- Edit, proofread, and format documents to maintain professional quality and consistency.
- Prepare official responses and replies to letters or emails received from various stakeholders.