JOB DESCRIPTION (JD)
Position: Executive Assistant to Managing Director (EA to MD)
Department: Management / Administration
Reporting To: Managing Director (MD)
Location:Delta Souviner pvt ltd
Job Purpose
To provide high-level administrative, operational, and coordination support to the Managing Director by ensuring smooth execution of daily activities, effective communication, scheduling, reporting, and follow-up on business priorities.
Key Responsibilities1. Calendar & Schedule Management
- Manage and maintain the MD’s daily calendar, appointments, meetings, and travel schedules.
- Prioritise appointments and manage schedule conflicts effectively.
2. Communication & Coordination
- Act as the primary point of contact between the MD and internal/external stakeholders.
- Draft, review, and manage emails, letters, notices, and official communications.
- Maintain confidentiality of all business discussions, documents, and decisions.
3. Meeting Management
- Prepare agendas, presentations, and briefing materials for meetings.
- Record Minutes of Meeting (MOM) and track action points for closure.
4. Reporting & Follow-up
- Collect departmental reports and consolidate them for MD review.
- Track pending tasks, projects, approvals, and commitments assigned by the MD.
- Ensure timely follow-up with department heads and provide status updates.
5. Travel & Hospitality Management
- Arrange travel bookings, accommodation, transport, and itineraries for the MD.
- Coordinate hospitality arrangements for visitors, clients, and business associates.
6. Documentation & Record Management
- Maintain organised digital and physical records of important documents, contracts, agreements, and correspondence.
- Ensure proper filing and easy retrieval of confidential records.
7. Administrative Support
- Prepare presentations, MIS reports, dashboards, and business summaries.
- Assist in event coordination, management meetings, and strategic reviews.
- Support the MD in special projects and cross-functional initiatives.
Required Qualifications
- Graduate /MBA will be an added advantage.
Experience
- 3–5 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting senior management.
- Experience in manufacturing, industrial, or corporate environments preferred.
Required Skills & Competencies
- Excellent verbal and written communication skills.
- Strong organisational and multitasking abilities.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- Ability to prepare reports, presentations, and meeting minutes.
- High level of confidentiality and professional ethics.
- Strong follow-up and coordination skills.
- Time management and problem-solving ability.
- Ability to work under pressure and manage changing priorities.
Key Performance Indicators (KPIs)
- Timely scheduling and coordination of meetings.
- Accuracy and punctuality of reports and presentations.
- Closure rate of MD-assigned action points.
- Effectiveness of communication and stakeholder coordination.
- Maintenance of confidential records without errors or breaches.
Authority / Decision Support
- Coordinate with department heads on behalf of the MD for information collection and follow-up.
- Escalate delays or critical issues affecting MD priorities.
- Recommend improvements in administrative and coordination processes.
Working Relationships
Internal: MD, Department Heads, HR, Accounts, Production, Sales, Purchase, Administration
External: Clients, Vendors, Consultants, Government Offices, Visitors, and Business Associates
Preferred Personal Attributes
- Mature and professional behaviour
- Positive attitude and ownership mindset
- Detail-oriented approach
- Ability to maintain composure in sensitive situations
- Strong interpersonal relationship management skills
Job Summary (Short Version)
The Executive Assistant to the Managing Director is responsible for managing the MD’s schedule, communications, meetings, reports, and follow-ups while ensuring efficient coordination across departments and maintaining strict confidentiality of organisational information.
Pay: From ₹20,000.00 per month
Work Location: In person
