WHAT DOES AN EXECUTIVE ASSISTANT TO MANAGING DIRECTOR DO?

Updated: Jun 12, 2025 - The Executive Assistant to Managing Director provides comprehensive support in managing key meetings, client communications, and project documentation to ensure smooth operations and relationship growth. This position conducts research, data analysis, and report writing to facilitate informed decision-making for projects, processes, and organizational development. The assistant also oversees project management tasks, including business planning, professional development initiatives, and internal process improvements to drive efficiency and strategic growth.

A Review of Professional Skills and Functions for Executive Assistant to Managing Director

1. Executive Assistant to Managing Director Tasks

  • Administrative Support: Administrative support to a team of two investment bankers
  • Calendar Management: Ensuring that calendars, which change constantly, run efficiently and effectively
  • International Travel Coordination: Booking extensive international travel including hotels, flights, cars, and visas (via a company travel agent)
  • Travel Itinerary Management: Managing travel itineraries for roadshows
  • Expense Reporting: Monthly spending reports, travel budgets, and expense reconciliation
  • Document Preparation: Collating and preparing documents for meetings including printing, binding, and scanning documents
  • Supplier Relationship Management: Managing relationships with suppliers and negotiating preferential rates
  • Event Planning: Booking restaurants for client lunches, dinners, and entertainment
  • Flexible Working Hours: Flexible working hours to account for international travel
  • Ad-hoc Projects or Events: Ad hoc projects or events

2. Executive Assistant to Managing Director Roles

  • Executive Support: Comprehensive and flexible Executive-level support on various initiatives/projects
  • Travel Management: Managing extensive global travel arrangements, including complex itineraries and scheduling over different time zones
  • Gatekeeping: Appropriate gate-keeping of incoming communications, using judgment and initiative
  • Communication Management: Preparation and drafting of outgoing internal and external communications
  • Meeting Coordination: Meeting arrangements/diary management
  • Meeting Coordination: Prepare meeting agendas, take meeting notes, assign action items, and manage schedules
  • Budget and Reporting: Prepare invoices, budget reporting, and other status documents, using Word, Excel spreadsheets, or presentation software
  • Special Projects: Contributes to a team effort by undertaking special projects, including tasks such as background research or team event coordination
  • Expense Tracking: Tracking daily expenses and preparing monthly reports

3. Executive Assistant to Managing Director Overview

  • Organizational Development: Contribute to the overall development of The Group and its activities
  • Records Management: Maintain and develop systems, procedures, and records in line with the organization’s policies and objectives
  • Records Management: Ensure necessary records are maintained that can readily provide current, accurate, and accessible information
  • Records Management: Set up and maintain the integrated electronic and paper-based filing systems
  • Confidentiality: Maintain utmost confidentiality with information and documents entrusted with
  • Corporate Plan Alignment: Work within the framework of The Group’s corporate plan as directed by the Managing Director
  • Research and Reporting: Support the Director in the research, coordination, preparation, and presentation of reports, and contracts, and make sure deadlines are met
  • Vendor and Partner Coordination: Support in research, coordination, correspondence, contract finalization, and follow-up with vendors, candidates, partners, companies, and others for daily business activities
  • Task Coordination: Coordinate with employees and follow up on tasks assigned to make sure work is delivered on time
  • Recruitment Support: Support the recruiter and HR in candidate shortlisting
  • Database Management: Work with the marketing/digital team to maintain and develop databases and mailing lists to ensure they are current and up to date at all times
  • Decision Support: Support the Director in the preparation of all documentation required for key decision-making

4. Executive Assistant to Managing Director Functions

  • Executive Support: Working alongside the Managing Director in all aspects of her work
  • Meeting Management: Managing critical client and internal meetings, including managing the agenda, taking minutes, publishing, and tracking actions
  • Research and Analysis: Research, data analysis, and report writing to help the MD and leadership team make decisions regarding projects, processes, and the high-performing, high-growth organization
  • Client Communication: Supporting client communication and documentation to support project delivery and growth of existing relationships
  • Research and Analysis: Carrying out advanced internet research to provide the MD with detailed information regarding potential clients and business partners
  • Project Management: Taking a project management role in supporting the delivery of key projects and processes including the following (this is not an exhaustive list)
  • Business Planning: Annual business planning process and growth strategies in the B2B consulting sector
  • Professional Development: Professional development series for client’s team members and external consultants
  • Process Improvement: Internal process improvement projects or technology adoption programs

5. Executive Assistant to Managing Director Duties

  • Administrative Support: Responsible for managing all administrative support for the Managing Director, Institutional Sales (scheduling/calendar, expenses, travel, etc.)
  • Calendar Management: Strategic calendar management for the Managing Director, ensuring his time is most optimally utilized, and that all meetings are well planned and kept very focused
  • Personal Assistance: Moderate personal assistance (gifting, scheduling, etc.)
  • Scheduling Coordination: Coordinate the scheduling of meetings, business trips, and other office matters with other internal and external key stakeholders including Executives, Executive Assistants, Chiefs of Staff, Vendors, and Direct Reports
  • Relationship Building: Build strong relationships with the sales team and act as liaison for the Managing Director to regional sales leads
  • Email Management: Manage the Managing Director’s email inbox and accompany the Managing Director in meetings as a note-taker
  • Task Management: Responsible for performing numerous administrative duties such as managing calendar, travel bookings, and data management
  • Task Management: Follow timelines and willingness to work in alignment with work deadlines
  • Stakeholder Coordination: Be an interface between different stakeholders (internal as well as external)
  • Executive Communication: Executive communications including email management and attending calls
Relevant Information
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