Executive Assistant to Managing Director (Mumbai)

Location: Malad, Mumbai
Designation: Executive Assistant
Experience: 2 to 3 years
Role Overview:
We are looking for an organised and proactive Executive Assistant with working knowledge of marketing and digital marketing services. The role involves supporting the CEO/MD with calendar management, business coordination, reporting, and follow-ups, with particular emphasis on proposals, client requirements, and new business opportunities.
Key Responsibilities:
Manage the CEO/MD’s calendar, appointments, internal and external meetings, and scheduling priorities.
Prepare meeting agendas and minutes of meetings (MOMs), record decisions, and track action items to completion.
Coordinate with department heads on assigned deliverables, deadlines, and pending updates.
Prepare and maintain MIS reports, presentations, trackers, and daily or weekly management updates.
Coordinate new business requirements, including proposals, pitch presentations, company credentials, client briefs, and supporting documents.
Work with marketing, sales, and delivery teams to ensure business submissions are accurate and completed within agreed timelines.
Track new business opportunities, client meetings, proposal status and follow-ups.
Coordinate client presentations and business discussions, ensuring relevant materials are ready in advance.
Support marketing research, competitor research and basic compilation of campaign and business performance data.
Draft professional emails and routine correspondence on behalf of the CEO/MD when required.
Maintain confidential documents, management records and important business correspondence.
Coordinate with vendors, partners and other external stakeholders.
Assist in organising management reviews, events and business meetings.
Flag delays or pending decisions promptly and follow up until assigned tasks are completed.
Support the management’s day-to-day administrative requirements.
Required Skills and Qualifications:
Graduate in any discipline; a qualification in marketing or business administration is preferred.
2-3 years of relevant executive support or business coordination experience, preferably in a digital marketing agency or similar environment.
Working knowledge of SEO, paid advertising/PPC, social media marketing, content marketing, and web development services is required.
Ability to understand client briefs and coordinate inputs for proposals and presentations.
Strong written and verbal communication, with the ability to draft clear emails and meeting minutes.
Proficiency in Excel, PowerPoint, Word and calendar-management tools.
Strong organisation, attention to detail and consistent follow-up skills.
Ability to manage competing priorities and handle confidential information with discretion.
Role Focus:
This is a hands-on executive support and coordination role. The Executive Assistant will work closely with the CEO/MD and cross-functional teams to ensure business requirements are organised, followed up, and completed on time. Strategic decisions and business approvals will remain with the CEO/MD and the relevant department heads.

Work arrangement
No