Founder's Office

We are seeking an EA to MD for a Global Publishing House.Job Profile:Coordination & CommunicationAct as the primary point of contact between the Director and internal teams, clients, and external stakeholdersEnsure smooth, accurate, and timely flow of informationFollow through on commitments across teamsCalendar & Priority ManagementManage the Director’s calendar, meetings, and daily schedulePrioritise meetings based on business importanceEnsure optimal use of time and avoid scheduling conflictsTask Tracking & Follow-ups (CRITICAL)Maintain a structured tracker of all tasks, discussions, and action pointsProactively follow up with teams and stakeholdersEnsure closure of tasks within defined timelines (not just reminders)Meeting Management & DocumentationPrepare meeting agendas in advanceCapture clear minutes (MOMs) with defined action items and ownersTrack progress and ensure accountability on decisionsTeam Coordination & Work TrackingSupport in monitoring execution across team membersEnsure tasks assigned by the Director are followed through effectivelyEscalate delays or gaps proactivelyTravel & Logistics ManagementPlan and manage travel, accommodation, and logistics end-to-endPrepare detailed itineraries with contingenciesEnsure smooth execution with attention to detailReporting & Expense TrackingTrack daily expenses and maintain accurate recordsPrepare weekly, monthly, and quarterly reports as requiredDocumentation & Record ManagementOrganise, update, and maintain office filing systems and employee recordsEnsure all documents are structured, accurate, and easily accessibleCross-check critical information before sharingHR CoordinationPrepare HR documents such as employment contracts, appointment letters, and onboarding materialAddress employee queries related to HR processesCoordinate with payroll/accounts by providing accurate employee dataSystem & Process Management (KEY EXPECTATION)Build and maintain structured systems for tracking work and communicationBring discipline and consistency in workflowsContinuously improve efficiency and reduce dependency on ad-hoc workingConfidentiality & Ethical HandlingHandle sensitive business and employee information with discretionMaintain strict confidentiality at all timesProblem Solving & Execution SupportIdentify gaps, delays, and inefficiencies proactivelyTake initiative to resolve issues wherever possibleSupport execution of key projects and priorities

Requirements

Graduate / Postgraduate degree4+ years of experience as Executive Assistant / Founder's OfficeExperience supporting senior leadership required. Founder or MD or CEO connect/ reporting.Experience with board meetingsExcellent English communication (written and verbal)Strong organisational and time management skillsStrong follow-up and coordination abilityHigh attention to detail and accuracyAbility to prioritise and manage multiple tasks effectivelyProficiency in tools such as email, calendars, and Google SheetsStrong interpersonal skills and professional maturityHigh level of discretion and confidentiality