Executive Assistant

Executive Assistant to MD – India

Role Purpose

Provide high-quality executive and administrative support to the Managing Director, ensuring the MD’s time, calendar, travel, expenses and day-to-day logistics are managed with accuracy, discretion and exceptional responsiveness.

Key Responsibilities

• Calendar Management
• Own and maintain the MD’s calendar.
• Schedule internal, global and external meetings.
• Resolve calendar conflicts and minimise unnecessary changes.
• Ensure meeting invites, locations/Teams links and logistics are complete.
• Keep adequate preparation and travel time between commitments.
• Travel Management
• Coordinate domestic and international travel.
• Manage flights, hotels, ground transportation, visas and itineraries.
• Provide a consolidated travel plan and supporting documentation.
• Handle travel changes efficiently.
• Expenses & Bill Administration
• Prepare and submit expense claims accurately and on time.
• Maintain invoices, receipts and supporting documentation.
• Track claims through closure and resolve exceptions.
• Support corporate-card and other MD-office administrative requirements.
• Meeting & Administrative Coordination
• Coordinate meeting rooms and logistics.
• Organise leadership visits, town halls and MD-office events from an administrative perspective.
• Maintain essential MD-office records and documents.
• Follow up on routine administrative actions.
• Stakeholder Coordination
• Coordinate effectively with executive assistants and offices of senior global and India leaders.
• Handle scheduling requests professionally and promptly.
• Provide a consistently professional interface for the MD Office.
• Confidentiality
• Handle sensitive information with absolute discretion.
• Demonstrate sound judgement regarding confidential discussions, documents and executive schedules.

Requirements & Tech Stack

• Strong experience supporting a senior executive in a complex organisation.
• Exceptional calendar-management capability.
• Strong domestic and international travel-management experience.
• Disciplined expense, documentation and administrative management.
• Excellent Microsoft Outlook, Teams, Microsoft 365 and general digital skills.
• Strong written and verbal English communication.
• Highly organised with exceptional attention to detail.
• Able to work across time zones and accommodate changing executive priorities.
• High integrity and confidentiality.
• Low ego, high ownership, highly dependable and service-oriented.
• Stable and dependable.
• Calm under pressure.
• Proactive rather than waiting for instructions.
• Detail obsessed without losing speed.
• Comfortable doing routine administrative work consistently well.
• Flexible when priorities change.
• Discreet and trustworthy.
• Not title-driven or seeking rapid role expansion.
• Comfortable remaining a specialist EA rather than seeing the role primarily as a pathway into management.