Executive assistant

Adfactors PR · Mumbai, India

We’re Hiring | Executive Assistant to Managing Director

Location: Mumbai

We are looking for a highly organized, tech-savvy, and proactive Executive Assistant to support the Managing Director . This role goes beyond traditional administrative support and requires someone who can bring structure, leverage digital tools (including AI), and contribute to strategic workflows .

Role Overview

As an Executive Assistant to the Managing Director, you will act as a key enabler to leadership , ensuring seamless day-to-day operations while also supporting on presentations, reviews, and strategic initiatives . You will be expected to bring efficiency, discretion, and strong execution skills .

Key Responsibilities

1. Executive & Calendar Management Manage the MD’s calendar, scheduling, and prioritization of meetings . Coordinate internal and external meetings, ensuring agenda readiness and follow-ups . Handle travel planning, itineraries, and logistics .

2. Communication & Coordination Act as a point of coordination between the MD and internal/external stakeholders. Draft and manage professional communication, emails, and documents . Ensure smooth office-level coordination and administrative support .

3. Meetings & Reviews Prepare and circulate Minutes of Meeting (Mo Ms) with clear action items. Support in organizing and tracking QBRs (Quarterly Business Reviews) and MBRs (Monthly Business Reviews) . Follow up on key deliverables and ensure timely closure of action points .

4. Presentation & Data Management Build high-quality presentation decks (Power Point/Canva) for leadership meetings. Work extensively on Excel for data tracking, dashboards, and reports . Compile data and insights to support decision-making and reviews .

5. Tech & AI Enablement Leverage AI tools and digital platforms to improve productivity, documentation, and reporting. Bring in new-age tools and automation ideas to streamline workflows.

6. Strategic & Operational Support Assist the MD on strategic initiatives, special projects, and business priorities . Provide structured inputs, research, and coordination support on key tasks. Maintain confidentiality and handle sensitive information with discretion.

What We’re Looking For 4-6 years of experience as an Executive Assistant or in a similar role supporting senior leadership. Strong proficiency in Microsoft Office (Excel, Power Point, Outlook) . Hands-on experience with presentation tools like Canva . Familiarity with AI tools (Chat GPT, Perplexity, Gemini, etc.) will be a strong advantage. Excellent communication, coordination, and stakeholder management skills . Strong organizational ability and attention to detail . Ability to multitask, prioritize, and work in a fast-paced environment .

What Makes You a Great Fit You are structured, proactive, and solution-oriented . You bring a digital-first mindset and enjoy using tools to improve efficiency. You can balance execution with strategic thinking . You are reliable, discreet, and detail-focused.

Interested?

If this role aligns with your experience, drop your CV at rehan.dsilva@ with the subject line:

“Application - Executive Assistant to MD”