Executive Assistant to Managing Director

Role Overview:

We are looking for a highly organized, proactive, and execution-oriented Executive Assistant / Chief of Staff to work closely with senior leadership and support key business priorities and strategic initiatives. The role combines Executive Assistance, Business Operations, Project Management, and Strategic Coordination. The individual will act as a trusted partner to leadership, ensuring priorities are well organized, initiatives are tracked, stakeholders are aligned, and key actions are driven to closure.

The ideal candidate should have strong communication and coordination skills, business acumen, attention to detail, and the ability to work independently in a fast-paced environment.

Key Responsibilities:

1. Executive Support

• Manage the executive's calendar, meetings, priorities, and schedules.
• Coordinate internal and external meetings with relevant stakeholders.
• Prepare meeting agendas, presentations, briefing notes, and supporting documents.
• Maintain meeting minutes and track action items.
• Follow up with stakeholders to ensure timely closure of commitments.
• Manage reminders, deadlines, and important leadership priorities.
• Coordinate travel, accommodation, and other logistics when required.
• Support email and communication coordination where required.
• Handle confidential business and leadership information with discretion.

2. Chief of Staff / Strategic Support

• Work closely with leadership on strategic initiatives and organizational priorities.
• Translate leadership objectives into clear action plans, timelines, and deliverables.
• Track key initiatives and provide regular updates to leadership.
• Identify dependencies, risks, blockers, and areas requiring intervention.
• Coordinate with different teams to ensure timely execution of leadership priorities.
• Support leadership in preparing for important meetings, reviews, and decision-making discussions.
• Conduct basic research and analysis to support business decisions.
• Prepare summaries, insights, and recommendations for leadership.

3. Project & Business Operations

• Support planning and execution of business projects and strategic initiatives.
• Maintain project trackers, dashboards, timelines, and action-item logs.
• Monitor project progress against milestones and deadlines.
• Coordinate with cross-functional teams to ensure timely delivery.
• Follow up on pending actions and dependencies.
• Support process improvement and operational efficiency initiatives.
• Prepare weekly/monthly business updates and management reports.
• Ensure important initiatives are tracked through to closure.

4. Stakeholder Management

• Act as a central point of coordination between leadership and internal/external stakeholders.
• Coordinate with teams across Business, Technology, Operations, Finance, Product, Sales, and other functions.
• Ensure stakeholders are aligned on priorities, timelines, and responsibilities.
• Track decisions, owners, and deadlines.
• Escalate critical risks and blockers to leadership appropriately.
• Maintain strong professional relationships with key stakeholders.

5. Business Analysis & Reporting

• Understand business problems and leadership requirements.
• Convert ambiguous requirements into structured action plans.
• Prepare reports, dashboards, presentations, and business summaries.
• Track KPIs and key business initiatives.
• Conduct basic data analysis and prepare insights for decision-making.
• Support business cases, feasibility assessments, and impact analysis where required.
• Identify trends, gaps, and opportunities for improvement.

Key Deliverables:

• Leadership Priority Trackers
• Project & Initiative Trackers
• Management Dashboards
• Weekly/Monthly Business Reports
• Meeting Agendas & Minutes
• Action Item & Follow-up Trackers
• Business Presentations
• KPI & Performance Reports
• Business Analysis & Insights
• Process Documentation
• Risk & Dependency Trackers
• Strategic Initiative Updates

Required Skills & Experience:

• 1–3 years of experience in Executive Assistance, Chief of Staff, Project Management, Business Operations, Management Consulting, Strategy & Operations, or a related field.
• Excellent verbal and written communication skills.
• Strong organizational and coordination skills.
• Strong follow-up and execution capabilities.
• Ability to work with senior leadership and multiple stakeholders.
• Strong analytical and problem-solving skills.
• Excellent attention to detail.
• Ability to manage multiple priorities simultaneously.
• Strong ownership and accountability.
• Proficiency in MS Excel and PowerPoint.
• Familiarity with tools such as Jira, Confluence, Asana, Monday.com, Notion, or MS Project is preferred.

Preferred Candidate Profile:

The ideal candidate should:

• Be highly organized, proactive, and dependable.
• Have a strong bias toward action and execution.
• Be comfortable working directly with senior leadership.
• Be able to handle confidential and sensitive information.
• Have strong business acumen and curiosity.
• Be comfortable working in an ambiguous and fast-paced environment.
• Be capable of independently driving follow-ups and ensuring closure.
• Have the ability to prioritize competing requirements effectively.
• Be comfortable coordinating across multiple functions.
• Be flexible and willing to take ownership of both planned and ad-hoc initiatives.