SHANKESH JEWELLERS LIMITEDJOB DESCRIPTION – EXECUTIVE ASSISTANT TO MANAGING DIRECTOR
Location: 211/213, Kalbadevi Road, Mumbai – 400002
Department: Managing Director’s Office
Position: Executive Assistant to Managing Director
Reporting To: Managing Director
Employment Type: Full-Time
Industry: Jewellery Manufacturing, Wholesale & Retail
1. POSITION OVERVIEW
Shankesh Jewellers Limited is looking for a mature, highly experienced, well-spoken and professionally commanding Executive Assistant to the Managing Director.
The ideal candidate will be a trusted and dependable support to the Managing Director, capable of independently managing schedules, meetings, communication, follow-ups, confidential matters and coordination with senior management, clients, vendors and business associates.
This position requires a candidate who is soft-spoken, polished and respectful in communication, but firm, confident and commanding when managing follow-ups and getting work completed.
2. KEY RESPONSIBILITIESExecutive Support
- Manage the Managing Director’s daily calendar, appointments, meetings and commitments.
- Plan and prioritise the MD’s daily schedule and ensure timely execution.
- Coordinate internal and external meetings with Directors, senior management, clients and business associates.
- Prepare meeting agendas, documents, presentations and briefing notes.
- Attend important meetings and maintain accurate Minutes of Meeting (MOM) and action points.
- Maintain a daily task tracker and ensure timely follow-up on commitments assigned by the MD.
Communication & Coordination
- Act as the primary coordination point between the MD and internal departments.
- Coordinate with HODs, senior executives, clients, vendors, consultants and other stakeholders.
- Draft professional emails, letters, messages, reports and business correspondence.
- Screen calls and messages and ensure important matters reach the MD promptly.
- Follow up firmly and professionally with concerned departments for pending matters.
- Ensure that instructions given by the MD are properly communicated and closed within the required timeline.
Confidential & Sensitive Matters
- Handle highly confidential business, financial, personal and management information with absolute discretion.
- Maintain confidentiality regarding company decisions, business strategies, clients, vendors and management discussions.
- Exercise excellent judgement regarding what information can be shared and with whom.
- Maintain secure and organised physical and digital records.
Travel & Meeting Management
- Arrange domestic and international travel, including flights, hotels, transportation and itineraries.
- Coordinate travel schedules and meeting appointments.
- Prepare complete travel documentation and schedules for the MD.
- Coordinate business meetings, exhibitions, conferences and important client appointments.
MIS, Reports & Documentation
- Prepare and maintain reports, presentations, MIS and executive summaries as required.
- Maintain records of important correspondence, meetings, commitments and follow-ups.
- Coordinate with departments for timely submission of reports requested by the MD.
- Prepare Excel, Word and PowerPoint documents as required.
3. REQUIRED EXPERIENCE
- 7–8 years of relevant experience as an Executive Assistant / Personal Assistant / Executive Secretary supporting a Managing Director, Director, Chairman, CEO or senior business leader.
- Candidates with experience in the Jewellery, Luxury Retail, Manufacturing, Trading, Family Business or Corporate sector will be preferred.
- Proven experience dealing directly with senior management is essential.
- Experience handling confidential and sensitive matters is mandatory.
4. AGE CRITERIA
Preferred Age: 40 years and above
The company is specifically looking for a mature, experienced and dependable professional who can effectively handle senior-level coordination and responsibilities.
5. PERSONALITY & SOFT SKILLS
The ideal candidate should be:
- Soft-spoken, polite and respectful
- Commanding and confident when required
- Mature and emotionally balanced
- Highly trustworthy and discreet
- Smart, presentable and professionally groomed
- Strong in communication and interpersonal skills
- Firm and effective in follow-up
- Proactive rather than waiting for instructions
- Highly organised and disciplined
- Calm under pressure
- Capable of handling multiple priorities
- Strong decision-making and problem-solving ability
- Loyal, dependable and committed
- Comfortable interacting with senior management, HODs, clients and business associates
6. "SOFT BUT COMMANDING" PERSONALITY REQUIREMENT
This is a key requirement for the position.
The candidate should have the ability to communicate in a soft, polished and respectful manner, while simultaneously possessing the confidence and authority to coordinate with senior employees and ensure that the MD’s instructions are completed on time.
The candidate should be neither aggressive nor passive — the preferred personality is calm, firm, mature, diplomatic and commanding.
7. TECHNICAL SKILLS
- Excellent knowledge of MS Word, Excel and PowerPoint
- Professional email drafting
- Calendar and schedule management
- Internet research and online meeting platforms
- Preparation of reports and presentations
- Digital document management
- Good knowledge of WhatsApp and professional communication tools
8. EDUCATIONAL QUALIFICATION
- Graduate in any discipline from a recognised university.
- Additional qualification in Business Administration, Management, Secretarial Practice or a related field will be an advantage.
9. LANGUAGE SKILLS
- Excellent English communication – Written & Verbal
- Hindi – Good communication
- Marathi / Gujarati – Preferred
- Ability to communicate professionally with clients, vendors and senior management.
10. CANDIDATE PROFILE
We are looking for someone who is:
Mature + Experienced + Soft-Spoken + Confident + Commanding + Trustworthy + Highly Organised + Strong in Follow-Up
The successful candidate should be capable of becoming a trusted right-hand support to the Managing Director and should demonstrate a high level of professionalism, confidentiality and ownership.
11. JOB LOCATION
Shankesh Jewellers Limited
211/213, Kalbadevi Road, Mumbai – 400002
Work Mode: Work from Office
Reporting: Managing Director
12. WHAT WE EXPECT FROM THE RIGHT CANDIDATE
- Long-term commitment to the organisation
- Professional maturity and stability
- Strong ownership of responsibilities
- Excellent follow-up and closure skills
- Absolute confidentiality
- Ability to represent the MD’s office professionally
- Willingness to handle urgent and time-sensitive assignments when required
- Ability to maintain professionalism in a fast-paced jewellery business environment
IDEAL CANDIDATE IN ONE LINE
A mature and experienced Executive Assistant who is soft-spoken and diplomatic in communication, yet confident, firm and commanding enough to ensure that the Managing Director’s instructions are executed efficiently and on time
Pay: ₹20,000.00 - ₹30,000.00 per month
Work Location: In person
