Back Office Executive Assistant

Job Summary

The Executive Assistant to the Managing Director will provide high-level administrative, organizational, and strategic support to the MD. The role requires exceptional communication, time management, confidentiality, and multitasking skills while ensuring the smooth coordination of business operations, meetings, travel, and executive priorities.

Key Responsibilities

• Manage the MD's daily calendar, appointments, meetings, and business schedule.

• Coordinate internal and external meetings, prepare agendas, and record minutes of meetings (MOM).

• Prioritize correspondence, emails, phone calls, and other communications on behalf of the MD.

• Prepare presentations, reports, business documents, proposals, and management summaries.

• Coordinate with department heads to track projects, deadlines, and action items.

• Follow up with teams to ensure timely execution of management decisions.

• Organize domestic and international travel, hotel bookings, transportation, and travel itineraries.

• Handle confidential business information with the highest level of discretion.

• Draft professional letters, emails, business communications, and official documents.

• Maintain important files, contracts, records, and executive documentation.

• Assist the MD in business planning, strategic initiatives, and special projects.

• Coordinate meetings with clients, architects, dealers, vendors, and business associates.

• Ensure smooth communication between the MD and all departments.

• Manage expense reports, reimbursements, and executive administrative records.

• Support event planning, exhibitions, conferences, and corporate meetings whenever required.

Required Skills

• Excellent verbal and written communication skills.

• Strong organizational and multitasking abilities.

• High level of professionalism and confidentiality.

• Excellent time management and follow-up skills.

• Strong problem-solving and decision-making capabilities.

• Ability to work under pressure and meet deadlines.

• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).

• Experience with calendar management and virtual meeting platforms.

• Strong interpersonal and stakeholder management skills.

• Ability to work independently with minimal supervision.

• It is a Full Time Back Office / Data Entry job for candidates with 3 - 6+ years Experience.