Executive Assistant to MD & Founder in Mumbai

Key Responsibilities:

 

1. Executive Support

• Manage and maintain MD’s calendar, appointments, and travel schedules
• Act as the primary point of contact between the MD and internal/external stakeholders
• Prepare meeting agendas, presentations, reports, and MOMs (Minutes of Meeting)
• Handle confidential information with discretion

2. Event Coordination Support

• Assist in planning, scheduling, and execution of events/projects
• Coordinate with internal teams (creative, operations, production) and vendors
• Track project timelines and ensure deadlines are met
• Support on-ground event execution when required

3. Communication & Stakeholder Management

• Draft emails, proposals, and business communication on behalf of the MD
• Coordinate with clients, partners, and vendors for meetings and follow-ups
• Ensure smooth flow of communication across departments

 

 

4. Business & Administrative Support

• Prepare reports, MIS, and data analysis for business decisions
• Manage documentation, contracts, and filing systems
• Track deliverables and follow up with teams for updates
• Assist in budgeting and expense tracking related to projects/events

5. Strategic & Operational Assistance

• Support MD in business planning, research, and new initiatives
• Identify gaps and proactively suggest process improvements
• Assist in high-priority and time-sensitive tasks

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Required Skills & Competencies:

• Excellent organizational and multitasking abilities
• Strong communication (written & verbal) skills
• High level of discretion and confidentiality
• Ability to work under pressure and meet tight deadlines
• Strong coordination and stakeholder management skills
• Problem-solving mindset with attention to detail
• Proficiency in MS Office (Excel, PowerPoint, Word) and scheduling tools

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Qualifications:

• Bachelor’s degree in Business Administration, Event Management, or related field
• 3–6 years of experience as an Executive Assistant (preferably in event/media/agency industry)

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Preferred Experience:

• Prior experience in the event management / media / advertising industry
• Exposure to client handling and vendor coordination
• Experience working with senior leadership or founders

 

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Key Attributes:

• Proactive & self-driven
• Adaptable and flexible with work hours (event-based industry)
• Professional and presentable
• Strong sense of ownership and accountability

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Working Conditions:

• Fast-paced, dynamic event environment
• May require travel and extended hours during events