Job Description – Executive Assistant to Director
Position: Executive Assistant to Director
Department: Administration
Location: Orchid Furnishings
Reporting To: Director/Management
Job Summary
We are seeking a highly organized and proactive Executive Assistant to provide administrative and coordination support to the Director. The ideal candidate will be responsible for managing the Director's schedule, tracking tasks and projects, coordinating with departments, preparing reports, and ensuring timely completion of assigned activities. This role requires excellent follow-up skills, attention to detail, and the ability to work with multiple stakeholders across the organization.
Key ResponsibilitiesExecutive Support
- Manage and maintain the Director's calendar, appointments, and meeting schedules.
- Coordinate internal and external meetings on behalf of the Director.
- Organize travel arrangements, appointments, and business schedules as required.
- Handle routine correspondence, emails, and communication on behalf of the Director.
Task Management & Coordination
- Maintain and track the Director's task list and action items.
- Assign, monitor, and follow up on tasks with various departments and employees.
- Ensure timely completion of assigned tasks and escalate delays when necessary.
- Provide regular status updates and progress reports to the Director.
Meeting Management
- Schedule and coordinate management meetings.
- Prepare meeting agendas and circulate relevant documents.
- Record Minutes of Meeting (MOM) and distribute action points to concerned stakeholders.
- Track and follow up on all action items arising from meetings.
Reporting & Documentation
- Prepare daily, weekly, and monthly management reports.
- Maintain trackers, dashboards, and project status reports.
- Organize and maintain confidential records, files, and documentation.
- Prepare presentations and summaries for management review.
Cross-Functional Coordination
- Coordinate with all departments to ensure smooth communication and execution of tasks.
- Follow up with department heads and team members regarding pending activities.
- Liaise with vendors, consultants, and external stakeholders whenever required.
- Support management in special projects and operational initiatives.
Skills & Competencies
- Excellent communication and interpersonal skills.
- Strong follow-up and coordination abilities.
- High level of professionalism and confidentiality.
- Strong organizational and time management skills.
- Proficiency in MS Excel, Word, PowerPoint, and Outlook.
- Ability to handle multiple priorities and work independently.
Qualification
- Bachelor's Degree in Business Administration, Commerce, Management, or related field.
Experience
- 2 to 3 years of experience as an Executive Assistant, Personal Assistant, Management Coordinator, Executive Coordinator, or similar role.
Preferred Candidate Profile
- Experience supporting senior management or directors.
- Strong expertise in task tracking, meeting coordination, and follow-up management.
- Excellent documentation and reporting skills.
- Mature, professional, and detail-oriented approach to work.
Pay: ₹28,000.00 - ₹30,000.00 per month
Work Location: In person
