Job Title: Executive Assistant to MD – Administration & Operations
Job Summary
The Executive Assistant to MD – Administration & Operations will be responsible for managing the MD's office, overseeing administration and facilities, ensuring smooth day-to-day office operations, tracking due dates and follow-ups, and taking complete ownership of office management, hospitality, and coordination activities. The role requires a highly organized, proactive, and ownership-driven individual who can ensure that nothing falls through the cracks. Min 5 Years experience
Key ResponsibilitiesExecutive Assistance
- Manage the MD's calendar, appointments, meetings, reminders, and schedules.
- Schedule and coordinate internal and external meetings.
- Coordinate travel, hotel bookings, transportation, and itineraries.
- Prepare meeting agendas and record minutes of meetings.
- Follow up on action items and ensure timely closure.
- Manage confidential documents and information.
- Maintain contact lists and important stakeholder information.
- Coordinate with vendors, consultants, lawyers, CAs, banks, and government departments.
- Screen calls, emails, and correspondence on behalf of the MD.
- Assist the MD with day-to-day coordination and administrative requirements.
- Organize and maintain physical and digital records and documents.
Administration & Office Operations
- Ensure the office is opened, closed, and functioning smoothly every day.
- Act as the single point of coordination for all non-technical office issues.
- Create and maintain SOPs, trackers, checklists, and office records.
- Maintain records of contracts, licenses, agreements, and important documents.
- Track all company due dates, renewals, compliances, AMCs, and statutory deadlines.
- Maintain a master compliance calendar and send timely reminders.
- Escalate overdue tasks and missed deadlines to the MD.
- Follow up with vendors and employees on pending tasks.
- Procure office consumables and miscellaneous items.
- Manage courier, parcels, dispatches, and incoming deliveries.
- Maintain office supplies and stationery inventory.
- Maintain records of office assets and inventory.
- Ensure office assets and equipment are functioning properly.
- Coordinate repairs and maintenance activities whenever required.
- Maintain and update important company trackers and databases.
Facilities & Housekeeping Management
- Ensure cleanliness and hygiene of the office, plant office, corridors, reception area, meeting rooms, washrooms, and surrounding premises.
- Supervise housekeeping staff and ensure cleaning standards are maintained at all times.
- Ensure proper upkeep and maintenance of office plants, landscaping, and common areas.
- Monitor electricity, water, internet, telephone, and other utility services and ensure uninterrupted operations.
- Coordinate preventive maintenance and repairs of office equipment, furniture, ACs, electrical systems, plumbing, and other infrastructure.
- Coordinate pest control, deep cleaning, and facility maintenance activities.
- Ensure all office and plant administrative areas are clean, organized, and presentable at all times.
- Ensure meeting rooms are clean, organized, and ready before meetings.
- Ensure adequate stock of pantry supplies, drinking water, tea, coffee, and housekeeping materials.
- Ensure office signage, notice boards, and common areas are properly maintained.
Hospitality & Guest Relations
- Greet visitors and offer water, tea, coffee, or refreshments.
- Manage visitor logs and coordinate visitor arrangements.
- Ensure all guests, clients, auditors, consultants, and visitors are properly attended to.
- Arrange hotel accommodations, transportation, meals, and local logistics for clients and guests.
- Arrange gifts, flowers, and hospitality requirements whenever needed.
- Ensure a professional and comfortable experience for all visitors.
- Coordinate refreshments and meeting arrangements for guests and clients.
- Ensure meeting rooms and hospitality arrangements are ready before the arrival of guests.
Task Tracking & Follow-Up Management
- Maintain a master tracker of all tasks assigned by the MD.
- Follow up with Sales, Purchase, Accounts, Production, HR, and other departments to ensure timely completion of tasks.
- Track pending customer follow-ups, quotations, purchase orders, payments, approvals, and commitments.
- Send reminders to concerned team members before deadlines.
- Escalate overdue tasks, missed commitments, and delays to the MD.
- Maintain a dashboard of pending and completed action items.
- Coordinate with all departments to obtain status updates and ensure accountability.
- Prepare daily and weekly pending-task reports for the MD.
- Ensure meeting action items are assigned, tracked, and closed within agreed timelines.
- Ensure that no important task, follow-up, commitment, or deadline falls through the cracks.
- Maintain trackers for pending client follow-ups, purchase orders, payments, renewals, and critical operational tasks.
Vendor & Service Management
- Coordinate with vendors and service providers for office requirements.
- Obtain quotations and coordinate procurement of office requirements.
- Track service renewals, AMCs, and vendor contracts.
- Ensure timely completion of vendor deliverables and service requests.
- Maintain a database of vendors, consultants, and service providers.
Coordination & Support
- Coordinate with all departments to ensure timely completion of administrative tasks and follow-ups.
- Support management in implementing office processes and administrative systems.
- Support internal meetings and company functions from an administrative and logistical perspective.
- Act as the central coordination point between the MD and various departments.
- Assist in preparing reports, presentations, and management dashboards whenever required.
Ownership & Accountability
- Take complete ownership of office administration and day-to-day operational coordination.
- Ensure that no task, due date, renewal, repair, or follow-up is missed.
- If something in the office is missing, broken, overdue, delayed, or not functioning properly, take ownership and ensure it is resolved or escalated promptly.
- Proactively identify problems and get them resolved without being instructed.
- Ensure all administrative, facility, hospitality, and office operational matters are properly managed.
- Act as the custodian of the office and ensure that the workplace remains organized, functional, and professionally maintained at all times.
- Act as the MD's execution coordinator by ensuring that commitments made by various departments are tracked, followed up, and completed on time.
- Take ownership of ensuring that the office environment remains professional, efficient, and well-managed.
- Maintain a solution-oriented approach and demonstrate a high level of accountability and follow-through.
Additional Responsibilities
- Maintain complete confidentiality of company information and documents.
- Be willing to work in a startup environment where responsibilities may evolve based on business requirements and operational needs.
- Perform any other duties, assignments, or responsibilities reasonably assigned by the Management/MD from time to time in the interest of the business.
- The role is ownership-driven and not task-driven. The employee is expected to proactively identify and resolve operational issues even if they are not specifically listed in this Job Description.
- The employee is expected to wear multiple hats and contribute wherever required to ensure the smooth functioning of the organization.
Job Type: Full-time
Pay: ₹40,000.00 - ₹60,000.00 per month
Benefits:
Work Location: In person
