Job Description – Executive Assistant to Managing Director
Position: Executive Assistant to Managing Director
Location: Coimbatore, Tamil Nadu
Department: MD’s Office / Administration
Reporting To: Managing Director
Employment Type: Full-Time | Permanent
Experience: 5–12 years as Secretary / Executive Assistant / Personal Assistant to MD or Director
Qualification: Any Graduate; MBA, B.Com., MSW, or Secretarial Diploma preferred
Role Summary
We are looking for a highly organized, professional, and trustworthy Secretary to the Managing Director to provide comprehensive executive and administrative support to the MD.
The role will be responsible for managing the MD’s calendar, meetings, correspondence, travel, confidential records, MIS reports, and coordination with internal and external stakeholders. The position will also ensure effective follow-up and execution of decisions and directives issued by the Managing Director.
Key Responsibilities
1. Executive & Calendar Management
- Manage the MD’s daily calendar, appointments, meetings, and priorities.
- Schedule and coordinate meetings with HODs, customers, vendors, banks, auditors, government officials, and other stakeholders.
- Prepare meeting agendas, presentations, briefs, and supporting documents.
- Record and circulate Minutes of Meetings (MOM).
- Track action points and follow up with responsible departments until closure.
2. Communication & Correspondence
- Draft professional letters, emails, notices, reports, presentations, and other official communications on behalf of the MD.
- Handle incoming calls, emails, visitors, and correspondence requiring the MD’s attention.
- Ensure timely communication of MD instructions to concerned departments.
- Maintain professional communication with internal and external stakeholders.
3. MIS & Documentation
- Prepare and maintain MIS reports, review reports, trackers, and executive summaries.
- Maintain confidential files, records, agreements, correspondence, and important corporate documents.
- Ensure proper documentation and retrieval of records related to the MD’s Office.
- Support preparation of management review and business performance reports.
4. Stakeholder Coordination
- Coordinate with Production, Quality, Engineering, Finance, HR, Purchase, Sales, IT, and other internal departments.
- Liaise with customers, suppliers, banks, auditors, consultants, government authorities, and other external stakeholders.
- Coordinate information and documents required by the MD for decision-making.
5. Meetings, Events & Corporate Support
- Organize management meetings, Board meetings, review meetings, corporate events, and special programs.
- Coordinate meeting rooms, hospitality, presentations, documents, and participant requirements.
- Support official visits and executive hospitality arrangements.
6. Travel & Expense Management
- Coordinate domestic and international travel arrangements, accommodation, transportation, and itineraries.
- Prepare travel schedules and required documentation.
- Maintain and coordinate executive expense statements and reimbursement documentation.
- Ensure timely submission and reconciliation of expenses.
7. Follow-up & Execution
- Maintain an MD Action Tracker for decisions, commitments, and pending activities.
- Follow up with concerned HODs and employees on deadlines.
- Provide regular status updates to the MD.
- Escalate delays, critical pending actions, and issues requiring management attention.
8. Administrative & HR Support
- Provide administrative support to the MD’s Office.
- Assist HR and Administration with management-related activities whenever required.
- Support preparation and circulation of management communications.
- Maintain confidentiality of sensitive employee, business, financial, and management information.
Skills & Competencies
- Excellent written and verbal communication skills in English and Tamil.
- Strong proficiency in MS Word, Excel, PowerPoint, Outlook, and calendar management.
- Excellent organizational and time-management skills.
- Strong documentation, coordination, follow-up, and reporting abilities.
- Ability to manage multiple priorities and work under pressure.
- Strong attention to detail and accuracy.
- Professional appearance, conduct, and interpersonal skills.
- High level of integrity, discretion, and confidentiality.
- Strong stakeholder management and relationship-building skills.
- Ability to work independently and anticipate the requirements of the Managing Director.
Preferred Profile
- 5–12 years of relevant experience as Secretary / Executive Assistant / Personal Assistant to MD, Director, or Senior Management.
- Experience in a manufacturing / engineering industry will be an added advantage.
- Candidates with strong exposure to management coordination, MIS, documentation, and executive administration are preferred.
- Immediate or short-notice joiners preferred.
- Candidates based in Coimbatore or willing to relocate to Coimbatore will be preferred.
Key Success Factors
The candidate will be expected to ensure:
- Effective management of the MD’s schedule and priorities.
- Timely communication and follow-up of management decisions.
- Accurate and confidential handling of executive information.
- Timely preparation of MIS, reports, MOMs, and presentations.
- Professional coordination with internal and external stakeholders.
- Closure of assigned action points within agreed timelines.
Pay: ₹45,000.00 - ₹55,000.00 per month
Benefits:
- Cell phone reimbursement
- Flexible schedule
- Health insurance
- Leave encashment
- Paid sick time
- Paid time off
- Provident Fund
Work Location: In person
