Executive Assistant to Managing Director

Job title: EA to Group MD

Grade: NA

Hiring Manager: Madhuri Pradeshi

Location: Mumbai

Job type: Full-time, permanent

Apply now: [email protected] | [email protected]

Use email subject: Application for Executive Assistant to Group MD

About the job

Our Organisation:

Exicon Group is an integrated marketing and experience partner with over 25 years of expertise in healthcare and beyond. Operating across four specialised verticals — Exicon Consulting, Exicon Media Solutions, Contimeda, and Printle — we combine strategy, creativity, and execution to deliver measurable impact for the brands we work with. From brand strategy and campaign creative to medical education, large-scale events, and physical brand environments, we bring it all under one roof.

Our work spans the pharmaceutical, healthcare, FMCG, BFSI, and lifestyle sectors, and has been recognised at global platforms including the TITAN Health Awards and the Lisbon International Health Festival. We are a team of curious, driven individuals who believe that possibility is not an abstract hope — it is a working principle. If you want to build something that matters, you'll find your people here.

The role is primarily focused on:

• Calendar & Time Management
• Travel & Logistics
• Executive Communication:
• Meeting Support:
• Stakeholder Coordination

Major stakeholders include:

• Management, Business Leadership & Department Heads

Main responsibilities:

1. Calendar & Time Management

Manage the Managing Director's daily calendar, appointments, meetings, and business commitments.

Prioritize and coordinate schedules to optimize time utilization and ensure effective planning. Proactively anticipate scheduling conflicts and arrange suitable alternatives.

2. Travel & Logistics Management

Plan and coordinate domestic and international travel arrangements for the MD. Manage flight bookings, hotel accommodations, visa applications, transportation, and travel itineraries. Ensure smooth execution of travel plans and promptly address any travel-related issues.

3. Correspondence Management

Draft, review, and manage emails, letters, presentations, and other business communications on behalf of the MD. Screen and prioritise incoming communications, ensuring timely responses and follow-ups.

Maintain professional communication with internal and external stakeholders.

4. Meeting Coordination & Executive Support

Organise and coordinate meetings, including preparing agendas, briefing notes, reports, and presentations.

Attend meetings when required, record minutes, and circulate action points.

Monitor and track action items to ensure timely completion and follow-up.

5. Stakeholder Management

Serve as the primary point of contact between the MD and internal leadership teams, clients, vendors, and external partners. Build and maintain strong professional relationships with key stakeholders.

Facilitate effective communication and coordination across departments.

6. Business & Administrative Support

Prepare reports, presentations, dashboards, and analytical data for leadership reviews, client meetings, board meetings, and strategic discussions. Assist in special projects and business initiatives assigned by the MD. Support the MD in decision-making by providing accurate and timely information.

7. Confidential Information Management

Handle sensitive information, documents, and strategic initiatives with the highest level of confidentiality and discretion. Maintain secure records and ensure compliance with company policies regarding confidential information.

8. Bills, Expenses & Reimbursements

Manage and maintain all bills, expense records, and reimbursement claims relating to the MD. Ensure timely submission of bills and expense statements with necessary approvals. Coordinate with the Accounts and Finance teams for processing and reconciliation.

9. Office Administration

Oversee the day-to-day administrative requirements of the MD's office. Maintain office records, documents, and filing systems of the MD in an organized manner.

Essential Skills and Experience

Essential Qualifications

• 9 to 10 years of experience as PA/EA to CXO, MD, or Senior Leadership
• Advanced proficiency in MS Office: PowerPoint, Excel, Word
• Strong organisational and multitasking skills
• Bachelor’s degree required
• MBA preferred

Desirable Skills and Experience

• Experience in a fast-paced, multi-business group environment
• Exposure to client management and preparing leadership presentations
• Familiarity with digital tools for scheduling, collaboration, and documentation

Soft Skills

• Strong communication and interpersonal skills
• Problem-solving and decision-making
• Languages: English, Hindi & Marathi.

Mindset & Personality

• Proactive, resourceful, and takes ownership
• High level of discretion and professionalism
• Ability to work under pressure and meet tight deadlines