EA to MD

JOB DESCRIPTIONExecutive Assistant to Managing Director (EA to MD)

• *Strategic Operations \| Vendor Management \| Recruitment \| Social Media \| Administration**

• *Organisation:** GIBMS Business School (Global Institute of Business Management \& Studies)
• *Department:** Managing Director's Office – Strategy \& Operations
• *Designation:** Executive Assistant to Managing Director (EA to MD)
• *Reporting To:** Managing Director \& Founder
• *Employment Type:** Full\-Time
• *Work Location:** Mumbai, Maharashtra
• *Experience:** 1–4 Years (Freshers with exceptional communication, coordination and organisational skills may also apply)

1\. About GIBMS Business School

GIBMS Business School is an emerging management education institution focused on industry\-oriented education, professional development, entrepreneurship, executive learning and startup incubation.

The institution offers various management and professional development programmes, including Diploma, Bachelor's, Master's, Executive Education and Doctorate\-level programmes, along with startup incubation and other professional services.

We are looking for a highly organised, proactive and detail\-oriented Executive Assistant to the Managing Director who can work closely with the leadership team and manage multiple operational, administrative and strategic responsibilities.

2\. Role Overview

The EA to MD will be responsible for supporting the Managing Director in daily business operations, strategic coordination, vendor management, recruitment, social media management, internal administration and execution of management decisions.

This is a multi\-functional position requiring strong ownership, professional communication, confidentiality, multitasking and the ability to independently coordinate with employees, vendors, recruitment agencies, business associates and external stakeholders.

The candidate must be capable of translating the MD's instructions into actionable tasks, monitoring execution and ensuring timely completion.

3\. Key Roles \& Responsibilities

• *A. Executive Assistance \& MD Office Management**

• Manage the Managing Director's daily schedule, appointments, meetings and calendar.
• Coordinate internal and external meetings, prepare agendas and maintain meeting records.
• Maintain a systematic task tracker for all instructions and assignments given by the MD.
• Follow up with respective departments and employees to ensure timely execution of assigned tasks.
• Prepare daily, weekly and monthly progress reports for management review.
• Handle professional correspondence, emails, calls and official communication on behalf of the MD, wherever authorised.
• Prepare presentations, reports, business proposals, letters, meeting notes and other management documents.
• Maintain confidentiality of business strategies, financial information, employee records and management discussions.
• Identify pending activities and proactively remind the MD about important deadlines, meetings and commitments.

• *B. Vendor Management \& Procurement**

• Identify, research and coordinate with vendors for business requirements.
• Manage vendor relationships across digital marketing, IT, website development, printing, branding, infrastructure, office administration and other services.
• Obtain quotations, compare pricing, negotiate commercial terms and prepare vendor comparison reports.
• Maintain a centralised vendor database with contact details, service agreements, pricing and payment terms.
• Coordinate purchase orders, invoices, work orders and service delivery documentation.
• Monitor vendor performance, quality of deliverables and agreed timelines.
• Follow up on pending projects, payments, service requests and deliverables.
• Ensure vendors meet agreed service\-level expectations and deliver work within stipulated timelines.
• Identify cost\-saving opportunities without compromising service quality.
• Escalate vendor\-related concerns, delays, disputes and performance issues to the MD.
• Maintain proper documentation of contracts, quotations, invoices and vendor agreements.

• *C. Recruitment \& Human Resource Coordination**

• Coordinate the complete recruitment process for GIBMS Business School.
• Draft and publish job descriptions across relevant recruitment platforms and professional networks.
• Source candidates through LinkedIn, job portals, referrals, recruitment agencies and other channels.
• Screen resumes and shortlist candidates based on organisational requirements.
• Schedule interviews and coordinate with the MD and respective department heads.
• Conduct preliminary candidate interactions and assess basic communication and professional suitability.
• Maintain a recruitment tracker covering applications, shortlisted candidates, interview status and selection decisions.
• Coordinate offer letters, appointment letters, joining documentation and onboarding formalities.
• Follow up with selected candidates to ensure timely joining.
• Maintain employee records, attendance information, leave records and basic HR documentation.
• Coordinate employee engagement, internal communication and performance review schedules.
• Assist in maintaining organisational discipline and ensuring timely communication of management decisions.

• *D. Social Media \& Digital Marketing Coordination**

• Coordinate GIBMS Business School's social media presence across LinkedIn, Instagram, Facebook and other relevant platforms.
• Prepare and maintain a monthly social media content calendar.
• Coordinate with graphic designers, video editors, digital marketing agencies and content creators.
• Ensure timely creation and publication of posts, reels, promotional creatives and institutional announcements.
• Draft professional captions, communication messages, hashtags and basic promotional content.
• Coordinate content related to admissions, programmes, student achievements, convocations, institutional events, incubation initiatives and partnerships.
• Monitor social media engagement, audience growth, comments, messages and enquiries.
• Ensure all published content follows the institution's branding guidelines and approved communication standards.
• Coordinate approval of promotional content with the MD before publication wherever required.
• Monitor competitor activities and identify opportunities to improve the institution's digital visibility.
• Maintain a social media performance tracker covering reach, engagement, leads and content performance.
• Coordinate with performance marketing teams for campaign execution and lead\-generation activities.

• *E. Business Operations \& Administrative Coordination**

• Assist the MD in implementing business strategies and operational priorities.
• Coordinate with academic, admissions, sales, marketing, HR and administration teams.
• Monitor departmental activities and ensure timely completion of assigned tasks.
• Maintain operational trackers, documentation and management dashboards.
• Coordinate office administration, infrastructure requirements and procurement activities.
• Assist in organising meetings, seminars, workshops, institutional events and convocation programmes.
• Maintain records of institutional partnerships, business associations and external collaborations.
• Coordinate with external agencies, consultants, service providers and business partners.
• Support the MD in preparing operational plans, business proposals and management presentations.
• Identify operational inefficiencies and recommend practical improvements.

• *F. Documentation, MIS \& Reporting**

• Prepare Excel\-based trackers, MIS reports and management dashboards.
• Maintain structured digital folders and records for vendors, recruitment, employees and business operations.
• Prepare daily task completion reports and weekly operational summaries.
• Maintain records of important decisions, meeting minutes and pending action points.
• Track departmental deliverables against deadlines.
• Assist in preparing presentations, business reports and performance summaries.
• Ensure accuracy, completeness and timely availability of management information.

4\. Required Skills \& Competencies

The ideal candidate should possess

• Excellent verbal and written communication skills.
• Strong organisational and administrative abilities.
• Good knowledge of vendor management and procurement coordination.
• Understanding of recruitment processes and HR operations.
• Working knowledge of social media platforms and digital marketing.
• Good command of MS Excel, Word and PowerPoint.
• Knowledge of Google Workspace, Google Sheets and Google Drive.
• Ability to prepare professional emails, reports, presentations and business documents.
• Strong follow\-up and task management capabilities.
• Negotiation, coordination and interpersonal skills.
• Ability to manage multiple responsibilities simultaneously.
• High attention to detail and accuracy.
• Professional maturity and confidentiality.
• Problem\-solving and decision\-making abilities.

5\. Preferred Qualifications

• Graduate in Business Administration, Management, Human Resources, Commerce or a related discipline.
• MBA in HR, Marketing or General Management will be an advantage.
• Prior experience working directly with founders, directors, CEOs or senior management will be preferred.
• Experience in educational institutions, startups, consulting firms or service\-oriented organisations will be an added advantage.

6\. Key Performance Indicators (KPIs)

Performance will be evaluated on the following measurable parameters

Performance AreaExpected OutcomeMD Office ManagementTimely execution and follow\-up of assigned tasksVendor ManagementTimely procurement, cost comparison and vendor coordinationRecruitmentConsistent hiring pipeline and timely interview coordinationSocial MediaTimely content calendar execution and publishingReportingAccurate daily and weekly MIS reportsAdministrationSmooth coordination of office and departmental activitiesTask ManagementMinimum pending and overdue assignmentsDocumentationAccurate and organised recordsCommunicationProfessional and timely stakeholder coordination7\. Personal Attributes Required

The candidate must be

• Highly responsible and self\-driven.
• Proactive rather than dependent on constant instructions.
• Comfortable working in a fast\-paced entrepreneurial environment.
• Professional in handling senior management and external stakeholders.
• Capable of maintaining confidentiality.
• Detail\-oriented with strong execution capabilities.
• Willing to take ownership of responsibilities beyond routine administrative work.
• Flexible and adaptable to changing business priorities.

8\. What We Expect From This Position

We are not looking for someone who merely manages appointments or performs routine clerical activities.

We are looking for an individual who can become a trusted operational partner to the Managing Director, independently coordinate multiple business functions, manage vendors, support recruitment, supervise digital communication activities and ensure that important management decisions are implemented.

The individual should have the ability to think ahead, identify pending requirements, solve operational problems and ensure that nothing important falls through the cracks.

• *The right candidate will have an opportunity to work closely with the Founder \& Managing Director and gain exposure to business strategy, institutional management, entrepreneurship, leadership and organisational development.**

9\. Application Process

Interested candidates may share their updated resumes along with a brief introduction highlighting their experience in executive assistance, vendor management, HR/recruitment and social media coordination.

• *Website:** www.gibms.co.in
• *Email:** info@gibms.co.in

• *GIBMS Business School**
• Building Industry\-Ready Professionals \& Future Leaders*

Pay: ₹12,000\.00 \- ₹47,000\.00 per month

Benefits

• Cell phone reimbursement
• Flexible schedule
• Provident Fund

Ability to commute/relocate

• Vileparle Railway Station, Mumbai, Maharashtra: Reliably commute or planning to relocate before starting work (Required)

Education

• Bachelor's (Preferred)

Work Location: In person