1. Job Purpose
To provide high-level administrative, organizational, and coordination support to the Director, ensuring effective management of schedules, meetings, correspondence, information flow, follow-ups, and important business activities. The position requires a high degree of confidentiality, professionalism, attention to detail, and the ability to coordinate effectively with senior management and various departments.2. Key ResponsibilitiesA. Executive Support
- Manage and maintain the Director's daily calendar, appointments, meetings, and schedules.
- Coordinate internal and external meetings and ensure timely communication to concerned persons.
- Prepare daily/weekly schedules and reminders for important meetings, commitments, and follow-ups.
- Screen and prioritize calls, emails, correspondence, and requests requiring the Director's attention.
- Maintain proper records of important documents, communications, and commitments.
B. Meeting & Follow-up Coordination
- Schedule meetings with internal departments, customers, suppliers, consultants, bankers, government officials, and other stakeholders.
- Prepare meeting agendas, briefing notes, presentations, and supporting documents.
- Record minutes of meetings wherever required and circulate action points to concerned departments.
- Monitor pending action points and follow up with respective department heads to ensure timely completion.
- Provide regular status updates to the Director on important pending matters.
C. MIS & Management Reporting
- Collect and compile information and reports from various departments as instructed by the Director.
- Prepare management reports, presentations, dashboards, and MIS reports.
- Track important business activities, targets, projects, and departmental commitments.
- Highlight delays, critical issues, and pending matters requiring management attention.
- Assist the Director in reviewing departmental performance and important business developments.
D. Correspondence & Documentation
- Draft and prepare professional letters, emails, notes, memos, presentations, and other official communications.
- Review documents for accuracy, completeness, and presentation before submission to the Director.
- Maintain confidential files and records relating to management matters.
- Ensure proper documentation and retrieval of important records.
E. Travel & Event Coordination
- Coordinate domestic and international travel arrangements, including tickets, accommodation, transportation, and itineraries.
- Prepare detailed travel schedules and meeting plans.
- Coordinate with customers, vendors, consultants, and other stakeholders for appointments during travel.
- Assist in organizing conferences, management meetings, business events, and official functions.
F. Interdepartmental Coordination
- Coordinate with HR, Finance, Accounts, Sales & Marketing, Purchase, Production, Quality, Projects, Commercial, Legal, and other departments as required.
- Obtain required information and reports from department heads on behalf of the Director.
- Ensure timely communication of management instructions to concerned departments.
- Maintain effective coordination between the Director's office and various functions.
G. Confidential & Sensitive Matters
- Handle confidential business, financial, employee, customer, and management information with utmost discretion.
- Maintain strict confidentiality regarding management discussions, decisions, business strategies, and personal information.
- Ensure confidential documents are securely maintained and shared only with authorized personnel.
H. Special Projects
- Assist the Director in special assignments, business projects, presentations, and research activities.
- Conduct basic research and prepare summaries, comparative statements, and presentations as required.
- Coordinate with internal and external stakeholders for projects assigned by the Director.
- Take ownership of assigned tasks and ensure timely completion.
3. Key Skills & Competencies
- Excellent verbal and written communication skills.
- Strong organizational and time-management skills.
- Excellent follow-up and coordination capabilities.
- Strong drafting and documentation skills.
- Good analytical and problem-solving ability.
- High level of confidentiality and integrity.
- Ability to work under pressure and manage multiple priorities.
- Professional personality and strong interpersonal skills.
- Ability to interact confidently with senior management and external stakeholders.
- Proficiency in MS Office – Word, Excel, PowerPoint and Outlook.
- Good knowledge of preparing MIS reports and management presentations.
- Strong attention to detail.
4. Educational Qualification
- Graduate in any discipline.
- MBA / PG qualification in Management, Business Administration or related field will be an added advantage.
5. Experience
- Minimum 5 years of relevant experience as Executive Assistant / Personal Assistant / Management Coordinator.
- Candidates with experience supporting Directors, CEOs, MDs, or senior management will be preferred.
- Experience in a manufacturing, engineering, infrastructure, steel, FMCG, or corporate environment will be an added advantage.
6. Key Performance Indicators (KPIs)
- Timely and effective management of the Director's calendar and appointments.
- Timely completion and follow-up of management action points.
- Accuracy and quality of MIS, reports, presentations, and documentation.
- Effective coordination with internal and external stakeholders.
- Timely completion of assignments entrusted by the Director.
- Confidentiality and professional handling of sensitive information.
- Quality and timeliness of travel and meeting arrangements.
- Responsiveness and ability to manage urgent requirements.
7. Personal AttributesThe ideal candidate should be mature, proactive, highly organized, dependable, presentable, discreet, and capable of working independently. The candidate must demonstrate a strong sense of ownership and be comfortable working closely with senior management in a fast-paced corporate environment.
Pay: ₹400,000.00 - ₹650,000.00 per year
Benefits:
- Health insurance
- Leave encashment
Work Location: In person
