About the role
EXECUTIVE ASSISTANT – OFFICE OF THE MANAGING DIRECTOR
Function: Managing Director’s Office
Location: Pimpri Pune
Reporting To: Managing Director
Experience: 8–12 Years
Role Type: Executive Support / Strategic Coordination
ABOUT MILLENNIUM SEMICONDUCTORS
Millennium Semiconductors India Pvt. Ltd. is a leading electronics component distribution and solutions company, established in 1995 and headquartered in Pune, Maharashtra. Over the years, Millennium has evolved from a component distributor into a broader end-to-end electronics ecosystem partner, supporting customers across design, sourcing, kitting, testing, supply chain, and solution development.
1. ROLE MANDATE
The Executive Assistant will serve as a trusted extension of the Managing Director’s office, enabling effective management of priorities, information flow, stakeholder engagement, travel, and execution of key decisions.
The role will require a high degree of professional maturity, discretion, ownership, responsiveness, and attention to detail, with the ability to operate across multiple functions and manage both business and personal requirements of the MD.
2. KEY ACCOUNTABILITIES
A. MD Office & Priority Management
• Own and proactively manage the MD’s calendar, meetings, appointments, travel, and daily priorities.
• Screen, prioritise, and escalate matters requiring the MD’s attention.
• Prepare daily/weekly briefing notes, meeting packs, dashboards, and background material to support decision-making.
• Maintain a structured tracker of MD commitments, decisions, and action items.
• Drive timely closure of actions assigned by the MD across functions.
• Anticipate upcoming requirements and proactively ensure the MD is adequately prepared.
B. Executive Coordination & Governance
• Coordinate with CXOs, functional heads, senior management, and other key stakeholders on behalf of the MD.
• Ensure effective follow-through on key decisions, assignments, and strategic initiatives.
• Prepare meeting agendas, minutes, action trackers, and follow-up reports.
• Establish clear ownership and timelines for actions emerging from MD-level reviews.
• Provide regular status updates on critical open items and highlight potential delays or risks.
C. Stakeholder Management & Communication
Act as the primary coordination point for the MD’s office across:
• Internal leadership and functional teams
• Customers and business partners
• Vendors and service providers
• External consultants and advisors
• Other senior external stakeholders
• Manage executive correspondence and ensure timely, accurate, and appropriately prioritised communication.
• Represent the MD’s office with professionalism and discretion.
D. Travel, Protocol & Executive Logistics
• Manage end-to-end domestic and international travel arrangements for the MD.
• Coordinate flights, accommodation, ground transportation, itineraries, visas, immigration documentation, and travel contingencies.
• Manage personal and family travel arrangements with complete confidentiality.
• Coordinate executive hospitality and protocol for customers, visitors, business partners, and other senior stakeholders.
• Ensure seamless execution of MD meetings, visits, events, and business engagements.
E. Expense & Administrative Management
• Coordinate MD-related reimbursements, expense statements, invoices, and approvals.
• Ensure timely submission and closure of documentation with Finance and Administration.
• Maintain accurate and confidential records relating to the MD’s office.
• Support special assignments, projects, and ad-hoc requirements entrusted by the MD.
3. KEY DELIVERABLES / SUCCESS MEASURES
Success in the role will be measured through:
Area Success Measure
Calendar & Priority Management MD calendar and priorities managed proactively with minimal conflicts
Action Closure Timely tracking and closure of MD-assigned actions
Executive Preparedness MD receives accurate and timely briefing material before key meetings
Stakeholder Coordination Seamless coordination across internal and external stakeholders
Travel & Logistics Error-free and timely execution of business and personal travel
Communication Clear, professional and timely executive communication
Confidentiality Zero compromise on sensitive business and personal information
Responsiveness Ability to respond effectively to urgent and changing requirements
4. CANDIDATE PROFILE
Experience
• 4–12 years of experience in Executive Assistance / Executive Office / CEO Office / MD Office / CXO Office roles.
• Proven experience supporting a senior executive in a fast-paced corporate environment.
• Experience working with senior leadership and managing confidential information is essential.
• Exposure to managing international travel and executive-level stakeholder interactions will be preferred.
Education
• Graduate degree in any discipline.
• MBA / postgraduate qualification from a reputed institution will be an advantage.
5. CORE COMPETENCIES
• Executive Presence & Professional Maturity
• Exceptional Organisation & Prioritisation
• Stakeholder Management
• Strong Written & Verbal Communication
• Execution & Follow-through
• Confidentiality & Discretion
• Problem Solving & Decision Support
• Attention to Detail
• Ability to Operate Under Pressure
• Proactive & Anticipatory Thinking
6. PERSONAL ATTRIBUTES
The ideal candidate will be:
• Highly dependable and trustworthy
• Proactive rather than purely task-oriented
• Comfortable interacting with senior executives and external stakeholders
• Calm and composed under pressure
• Strong in judgement and prioritisation
• Highly organised with exceptional attention to detail
• Flexible to accommodate dynamic business and personal requirements
• Mature enough to handle sensitive information with absolute discretion
7. ROLE EXPECTATION
This is a high-trust executive office position requiring the individual to function beyond conventional administrative support. The successful candidate will be expected to act as a reliable execution partner to the MD, ensuring that priorities are effectively managed, decisions are followed through, stakeholders remain aligned, and the MD is fully prepared for critical business engagements.
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