Executive Assistant to Director

To provide high-level administrative, operational, and executive support to the Director, ensuring smooth coordination of daily activities, effective time management, confidential handling of information, and timely execution of important tasks.

Key Responsibilities

1. Calendar & Schedule Management

   • Manage the Director's daily calendar, appointments, and meetings.

   • Schedule internal and external meetings.

   • Send reminders and ensure timely follow-ups.

2. Travel & Accommodation Management

   • Arrange domestic and international travel, hotel bookings, and transportation.

   • Prepare travel itineraries and coordinate airport transfers.

3. Communication & Correspondence

   • Handle emails, phone calls, and official correspondence.

   • Draft professional emails, letters, presentations, and documents.

   • Coordinate communication with clients, vendors, and internal departments.

4. Meeting Coordination

   • Organize management meetings and prepare agendas.

   • Record and circulate Minutes of Meetings (MoM).

   • Track action points and follow up with department heads.

5. Administrative & Operational Support

   • Maintain confidential documents, reports, and records.

   • Prepare MIS reports and management presentations.

   • Coordinate with HR, Finance, Sales, Operations, and Administration.

   • Handle expense statements and reimbursements.

6. Confidentiality

   • Maintain strict confidentiality of business information.

   • Handle sensitive documents and management discussions professionally.

Required Skills

• Excellent verbal and written communication.

• Strong organizational and time-management skills.

• Proficiency in MS Excel, Word, PowerPoint, and Outlook.

• Strong coordination and follow-up abilities.

• Ability to multitask and work under pressure.

• Professional presentation and interpersonal skills.

• High integrity and confidentiality.

Experience Requirements

3–7 years of experience as an Executive Assistant, Personal Assistant, or in a similar administrative role. Experience supporting senior management or directors will be an added advantage.

Preferred Candidate Profile

• Trustworthy, proactive, and detail-oriented.

• Well-organized and disciplined.

• Capable of working independently.

• Flexible with working hours as per business requirements.

• Able to anticipate the Director's requirements and manage priorities effectively.