Job Purpose
The Executive Assistant is responsible for providing efficient administrative, coordination, and secretarial support to senior management. The role involves translating management instructions into actionable tasks, tracking progress, ensuring timely completion of activities, maintaining regular communication with stakeholders (internal and external), and preparing analytical reports and presentations to support decision-making.
Key Responsibilities
Office Coordination
- Coordinate day-to-day administrative and office activities.
- Convert management instructions into structured task lists and action plans.
- Create and maintain task trackers and To-Do lists.
- Work and progress the task to ensure timely completion against agreed target dates.
- Follow up with internal teams and stakeholders to obtain updates and close pending activities.
- Escalate delays, risks, or blockers proactively to the concerned seniors along with possible solutions.
- Coordinate with external stakeholders for information/document collection and structure the data as per the instructions from the seniors.
- Maintain accurate records of ongoing and completed activities.
Secretarial Support
- Provide secretarial and administrative support to senior management.
- Schedule meetings, maintain calendars, and coordinate appointments when required.
- Prepare meeting agendas, record minutes of meetings (MoM), and track action items.
- Maintain confidential documents and correspondence with professionalism.
- Coordinate communication between departments and external stakeholders as required.
Reporting & Documentation
- Prepare daily, weekly, and monthly progress reports.
- Develop activity status reports for management review.
- Prepare presentations, reports, and business documents using Microsoft Office applications.
- Maintain organized documentation and filing systems for easy retrieval
Required Competencies
Technical Competencies
- Excellent working knowledge of Microsoft Office Suite, especially:
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Strong Excel skills, including:
- Formulas and functions
- Data tables
- Pivot Tables
- Charts and graphs
- Conditional formatting
- Data validation
- Lookup functions (VLOOKUP/XLOOKUP/INDEX-MATCH)
- Basic Excel Macros
- Ability to prepare analytical reports and management dashboards using Microsoft Excel.
- Good knowledge of Google Workspace tools, including:
- Google Forms
- Google Sheets
- Google Docs
- Ability to organize, analyze, and present data effectively.
- Working with any Project Management Software is desirable – preferably Zoho Projects.
Functional Competencies
- Office administration and coordination.
- Task planning, tracking, and follow-up.
- Progress monitoring and reporting.
- Documentation management.
- Meeting coordination and minute preparation.
- Strong written and verbal communication.
- Time management and prioritization.
- Attention to detail and accuracy.
- Ability to manage multiple assignments simultaneously.
Behavioural Competencies
- High level of ownership and accountability.
- Strong organizational and coordination skills.
- Proactive approach to identifying and communicating blockers.
- Excellent interpersonal and stakeholder management skills.
- Problem-solving mindset.
- Ability to work independently with minimal supervision.
- Confidentiality and professional integrity.
- Adaptability and willingness to learn new tools and processes.
Educational Qualification
- Bachelor's degree in Commerce, Management, or any related discipline.
Experience
- 2–5 years of experience in office coordination, executive assistance, secretarial support, or administrative operations.
- Experience in preparing management reports and dashboards is preferred.
Work Location: In person
