Job Summary :
The Executive Assistant is responsible for managing the Managing Director’s schedule, ensuring effective coordination of meetings, and driving timely follow-ups on key business priorities. The role serves as a central point of coordination across departments to enable smooth communication, execution, and tracking of critical tasks and initiatives.
Key Responsibility:
1. Calendar & Schedule Management
· Manage and maintain the MD’s calendar, including scheduling meetings, appointments, and travel.
· Prioritize appointments and ensure optimal time management.
· Send timely reminders and updates regarding meetings and commitments.
2. Meeting Coordination & Follow-ups
· Coordinate internal and external meetings, including preparing agendas and meeting materials and describe them in advance of the meetings.
· Attend meetings (if required) and record minutes (MoM).
· Track action items and ensure timely follow-up with respective stakeholders.
3. Communication Management
· Act as the first point of contact for the MD.
· Screen calls, emails, and correspondence, prioritizing where necessary.
· Draft, proofread, and format emails, memos, letters, and reports
· Serve as the liaison between the executive team and internal departments, stakeholders, or clients.
4. Task & Project Coordination
· Collate information from all departments and prepare dashboards/MIS reports for management review.
· Assist in tracking ongoing projects and business activities.
· Coordinate with different departments to ensure timely execution of tasks.
· Maintain reports and dashboards for pending and completed actions.
5. Travel & Logistics Management
· Arrange travel, accommodation, and itineraries for business trips.
· Handle expense tracking and documentation.
6. Confidentiality & Documentation
· Maintain strict confidentiality of sensitive information.
· Organize and maintain files, records, and important documents.
7. Priority & Task Management
· Track and manage the MD’s priority list on a daily and weekly basis.
· Ensure critical tasks are completed within timelines.
· Escalate delays or risks proactively.
8. Event & Review Meeting Management
· Coordinate leadership meetings, reviews, and business presentations.
· Prepare presentations (PPTs), reports, and briefing documents.
· Ensure smooth execution of internal events and leadership discussions.
9. Documentation & Compliance Tracking
· Maintain records of important business documents, approvals, and agreements.
· Track compliance-related activities and deadlines.
· Ensure proper documentation and version control.
Qualification:
· Education: Bachelor’s degree in any discipline (UG) is required
· Certification: Executive Secretary is an added advantage
Experience:
1. 3 years of relevant experience in executive coordination, administration, or similar roles
2. High proficiency in Microsoft Office Suite
Soft Skills:
1. Discretion & Confidentiality: Handling sensitive, top-level company information with trustworthiness and integrity
2.* Proactivity & Anticipation:* Proactively identifying needs and resolving issues before they arise
3. Communication Skills: Excellent verbal and written skills, including diplomacy, active listening, and professional correspondence
4. Time Management & Prioritization: Multitasking under pressure and managing shifting priorities efficiently.
5. Adaptability & Flexibility: Ability to thrive in a fast-paced environment and adapt to changing situations
6. Problem-Solving: Critical thinking to manage daily operational issues independently
Technical Skills:
1. Office Software Proficiency: Expert knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
2.* Calendar & Email Management:* Managing complex, high-volume schedules and correspondence, including travel booking and itinerary planning
3. Document Preparation & Formatting: Creating reports, presentations, and meeting minutes with high accuracy and attention to detail.
4. Records Management: Organizing digital and physical files efficiently and securely
5. Digital Tools & CRM: Experience with Customer Relationship Management (CRM) systems, database management, and virtual meeting platforms (e.g., Zoom, Teams)
Pay: ₹20,000.00 - ₹27,000.00 per month
Benefits:
Work Location: In person
