Executive Assistant to the Managing Director

## About the Company Seagull Advertising is a full-service branding, advertising, and digital marketing agency that partners with businesses to build brands with clarity, creativity, and measurable impact. ## About the Role We are looking for a proactive, highly organized, and execution-focused Executive Assistant to the Managing Director who can bring structure, accountability, and efficiency to leadership priorities, strategic initiatives, and client commitments. This role goes beyond traditional executive support. It requires strong planning, coordination, communication, and follow-through to ensure that key business priorities move forward with discipline and consistency. ## Key Responsibilities - Manage the MD's calendar, meetings, travel schedules, and key priorities. - Prepare meeting agendas, briefing notes, and supporting documents. - Record Minutes of Meeting (MoM) and track action items through completion. - Coordinate leadership reviews and ensure timely follow-up on key decisions. - Coordinate strategic projects and agency initiatives across teams. - Monitor timelines, deliverables, and project status. - Ensure adherence to Seagull's processes and frameworks. - Identify risks, resolve bottlenecks, and escalate delays when required. - Schedule and coordinate client review meetings. - Consolidate updates from teams and prepare concise briefing notes for the MD. - Support proposal development by coordinating with Strategy, Creative, Brand Management, Digital, and Finance teams. - Maintain proposal records and track progress of new business opportunities. - Draft professional emails, internal communications, reports, presentations, and meeting summaries. - Maintain accurate and organized documentation of client discussions, strategic notes, proposals, and business records. - Ensure information is communicated effectively across departments. - Maintain project trackers and weekly business dashboards. - Monitor key deliverables, client commitments, proposal pipeline, and leadership action items. - Manage repositories of client documents, templates, presentations, case studies, and other business assets. - Support the MD in strategic initiatives, workshops, research assignments, process improvement projects, AI adoption initiatives, training programs, and business development activities. ## Requirements - Bachelor's degree in Business Administration, Management, Commerce, Mass Communication, Marketing, or a related field. - Excellent command of written and spoken English. - Strong proficiency in Microsoft Office, Google Workspace, and AI-powered productivity tools. ## Preferred Qualifications - 5–7 years of experience as an Executive Assistant, Executive Coordinator, Chief of Staff, Project Coordinator, Operations Coordinator, or a similar role supporting senior leadership. - Experience in advertising, branding, marketing, media, consulting, or professional services will be an added advantage. - Proven ability to coordinate cross-functional projects and manage multiple stakeholders effectively. - A Master's degree (MBA or equivalent) is an added advantage. ## Location & Work Mode - Pune, onsite.

Back to blog

Other Jobs To Apply

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...