EA to MD

The Office Coordinator MD Office will act
as the central coordination point between the Managing Director’s office,
Finance, Accounts, Sales, and external stakeholders. The role requires
exceptional organizational ability, strong English communication skills,
professional etiquette, and the ability to manage high level interactions with
international clients, government authorities, and port officials.

This position is ideal for a
detail -oriented professional who can handle confidential matters, prepare
executive documentation, and ensure seamless day -to -day operations of the MD’s
office.

Key Responsibilities:

Executive Coordination

• Serve as the primary coordination link between the MD’s office
  and internal departments including Finance, Accounts, Operations, and
  Sales.
  
• Manage communication flow, follow -ups, and task tracking on
  behalf of the MD.
  
• Ensure timely execution of directives and reporting from
  various departments.
  

Meetings & Documentation

• Prepare meeting agendas, briefing notes, and presentations for
  internal and external meetings.
  
• Attend meetings, record Minutes of Meeting (MoM), circulate
  action points, and ensure closure.
  
• Draft professional correspondence, reports, proposals, and
  executive summaries.
  

Client & Stakeholder Management

• Communicate with international clients for import/export
  matters with clear, professional drafting.
  
• Coordinate meetings and appointments with key clients,
  partners, port authorities, customs officials, and regulatory bodies in
  India, the Middle East, and Europe.
  
• Maintain professional communication standards reflecting the
  MD’s office.
  

Travel, Appointments & Logistics

• Manage hotel bookings, travel itineraries, visas, and logistics
  for the MD and visiting delegations.
  
• Schedule appointments with government officials, port
  authorities, trade bodies, and institutional partners.
  
• Ensure seamless coordination for domestic and international
  travel.
  

Reporting & Data Management

• Prepare periodic management reports, sales coordination
  updates, financial summaries (as required).
  
• Maintain confidential records, contracts, client information,
  and compliance documents.
  
• Track deadlines, follow -ups, and key deliverables across
  departments.
  

Confidentiality, Legal Compliance &
Ethical Conduct

• The selected candidate must sign a Confidentiality and Non -Disclosure
  Agreement (NDA) as a mandatory condition of employment.
  
• Any unauthorized disclosure, misuse of confidential
  information, data, trade secrets, client records, or internal
  communications shall attract strict civil and criminal consequences under
  applicable Indian law.
  
• The role requires the highest standards of integrity,
  discretion, and ethical conduct, particularly when dealing with
  international clients, government officials, port authorities, and
  regulatory bodies.
  

Requirements

• Excellent command of English (spoken and written) with strong
  drafting and professional correspondence skills.
  
• High -level organizational, coordination, and multitasking abilities.
  
• Professional communication with international clients,
  government departments, and senior executives.
  
• Strong proficiency in MS Office (Word, Excel, PowerPoint),
  email communication, scheduling tools.
  
• Discretion, confidentiality, and executive -level etiquette.
  
• Ability to work under pressure and manage multiple
  high -priority tasks.
  
• 3–7 years of experience in an executive coordination, EA,
  office management, or corporate administration role.
  
• Prior exposure to international trade, import–export,
  logistics, ports, or government liaison is highly desirable.