Executive Assistant to Managing Director

Job Description
Position: Executive Assistant to Managing Director
Experience: 10 12 Years
Location: Verna, Goa
Employment Type: Full-time (Work from Office)
Reporting To: Managing Director
About The Role
We are looking for a highly experienced, proactive, and discreet Executive Assistant to the Managing Director to provide comprehensive executive and business support to the MD.
The role requires a mature professional who can operate with a high degree of confidentiality, ownership, attention to detail, and urgency, while coordinating effectively with senior leadership, internal teams, clients, and external stakeholders.
The ideal candidate should be comfortable managing a dynamic executive calendar, coordinating meetings and travel, preparing reports and presentations, tracking key action items, and ensuring timely follow-through on priorities driven by the MD.
Key Responsibilities
Executive & Calendar Management
Manage and maintain the MD's calendar, appointments, meetings, and commitments.
Prioritize and coordinate meetings based on business requirements and urgency.
Prepare the MD for meetings by organizing relevant documents, presentations, briefs, and background information.
Ensure timely reminders and follow-ups for critical meetings and commitments.
Manage last-minute changes and conflicting priorities effectively.
Management & Business Coordination
Coordinate with senior management and department heads on behalf of the MD.
Track important decisions, commitments, and action items arising from meetings.
Follow up with stakeholders to ensure timely closure of assigned actions.
Maintain an effective Management Action Tracker / MD Action Tracker.
Assist in coordinating leadership meetings, reviews, business updates, and management discussions.
Prepare meeting agendas, minutes, action points, and follow-up reports.
MIS, Reports & Presentations
Prepare and consolidate management reports, dashboards, MIS, and presentations for the MD.
Collect and analyze information from various departments and present it in a structured manner.
Maintain trackers for key business initiatives, deadlines, and deliverables.
Support preparation of management review decks and business presentations.
Ensure information provided to the MD is accurate, concise, and presented on time.
Travel & Logistics Management
Manage domestic and international travel arrangements for the MD.
Coordinate flights, accommodation, ground transportation, itineraries, and meeting schedules.
Prepare detailed travel itineraries and ensure seamless travel logistics.
Coordinate travel-related documentation and expense records.
Manage changes or contingencies during business travel.
Communication & Correspondence
Draft, review, and coordinate professional correspondence, emails, letters, and communications on behalf of the MD.
Handle sensitive and confidential communications with complete discretion.
Ensure important communications requiring the MD's attention are prioritized appropriately.
Coordinate with internal and external stakeholders to facilitate timely responses.
Meeting & Event Coordination
Organize leadership meetings, client meetings, business reviews, and other executive engagements.
Coordinate meeting rooms, presentations, documents, participants, and logistics.
Record and circulate minutes and action items where required.
Ensure follow-up on decisions and commitments arising from meetings.
Confidentiality & Executive Office Support
Handle highly confidential business, financial, employee, client, and strategic information.
Maintain strict confidentiality and professional discretion at all times.
Manage sensitive documents and records securely.
Act as a trusted point of coordination between the MD and key stakeholders.
Stakeholder Management
Build effective working relationships with senior management, employees, clients, vendors, consultants, and external stakeholders.
Represent the MD's office professionally and appropriately.
Coordinate across functions to ensure smooth execution of MD-driven initiatives.
Exercise sound judgment regarding priorities, escalation, and communication.
Required Skills & Competencies
10 12 years of relevant experience as an Executive Assistant, Senior Executive Assistant, Executive Secretary, or similar role supporting a MD, CEO, Chairman, CXO, or senior business leader.
Excellent verbal and written communication skills.
Strong executive presence and professional etiquette.
Exceptional organizational and time-management skills.
Strong follow-up and coordination capabilities.
Ability to manage multiple priorities in a fast-paced environment.
Strong attention to detail and accuracy.
High level of confidentiality, integrity, and discretion.
Strong stakeholder management skills.
Ability to anticipate requirements and work proactively.
Strong problem-solving and decision-making ability.
Ability to work independently with minimal supervision.
Strong proficiency in MS Office Word, Excel, PowerPoint and Outlook.
Experience preparing MIS, management reports, presentations, and executive dashboards would be
reporting, and cross-functional coordination will be an advantage.
Graduate in any discipline. A postgraduate qualification or relevant professional certification would be an added advantage.
Interested applicants are requested to drop their CV at careers@izmoltd.com and use the Subject line : [Job Title Name] - [Your Name]

Work arrangement
No