Work Arrangement: On-site/Hybrid, with flexibility to coordinate across India and North American time zones

Position Overview

We are looking for a highly organized, proactive, and dependable Executive Assistant to support the Managing Director across multiple business operations in India, Canada, and the United States.

The ideal candidate will act as an extension of the Managing Director-managing schedules, coordinating follow-ups, tracking priorities, preparing documents, and ensuring that important actions are completed on time. This role requires excellent judgment, confidentiality, strong communication skills, and the ability to work independently in a fast-paced environment.

Key Responsibilities

Executive and Administrative Support

• Manage the Managing Director’s calendar, meetings, appointments, and reminders.
• Organize daily priorities and provide structured updates on pending activities.
• Prepare meeting agendas, presentations, reports, emails, and other business documents.
• Record meeting notes and track action items through completion.
• Coordinate travel arrangements, itineraries, accommodation, and related logistics.
• Maintain confidential business, employee, client, and financial information.

Follow-up and Coordination

• Follow up with internal teams, clients, vendors, and business partners on behalf of the Managing Director.
• Track deliverables, commitments, approvals, and deadlines across different business functions.
• Coordinate with HR, recruitment, finance, operations, sales, and technology teams.
• Identify delays or unresolved matters and escalate them proactively.
• Ensure that decisions and instructions are properly communicated and documented.

Business Operations Support

• Assist in monitoring operational activities across multiple companies and business units.
• Support employee onboarding, documentation, meetings, and internal communications.
• Help coordinate proposals, contracts, invoices, reports, and vendor documentation.
• Conduct basic research and summarize information to support business decisions.
• Maintain organized digital records, trackers, dashboards, and management reports.
• Assist with selected personal administrative activities when required.

Required Qualifications

• Bachelor’s degree in Business Administration, Management, Communications, or a related field.
• 3-6 years of experience as an Executive Assistant, Personal Assistant, Administrative Coordinator, or similar role.
• Excellent written and verbal communication skills in English.
• Strong proficiency in Microsoft Office or Google Workspace.
• Demonstrated ability to manage multiple priorities and follow through without continuous supervision.
• Strong organizational, documentation, and stakeholder-coordination skills.
• High level of professionalism, discretion, and integrity.
• Willingness to work flexible hours when coordination with Canada or the United States is required.

Preferred Qualifications

• Experience supporting a founder, Managing Director, CEO, or senior executive.
• Experience working in an IT services, consulting, staffing, SaaS, or multi-business environment.
• Familiarity with project-management, CRM, ATS, or task-tracking tools.
• Ability to prepare professional presentations and management reports.
• Experience coordinating with geographically distributed teams.

Key Attributes

• Proactive and enthusiastic, with a strong sense of ownership.
• Comfortable following up persistently and professionally.
• Detail-oriented while remaining aware of overall business priorities.
• Resourceful and capable of resolving routine matters independently.
• Able to anticipate requirements before they become urgent.
• Calm, dependable, and organized under pressure.
• Interested in growing into broader business operations or an executive-office role.

Success in This Role

Success will be measured by the Executive Assistant’s ability to reduce the Managing Director’s administrative and coordination workload, improve follow-through across teams, prevent important activities from being missed, and bring greater structure and visibility to daily business priorities.