JOB DESCRIPTION
Position: Executive Assistant to Director (Implementation & Execution Role)
Location: Padivattom
Salary Range:
₹22,000 – ₹27,000 per month (depending on capability and experience)
ROLE PURPOSE
We are hiring an Execution-Focused Executive Assistant to work directly with the Director. This is not a conventional EA role.
The primary responsibility is:
To ensure tasks are delegated, tracked, followed up, and completed on time across all departments. Someone with admin experience would be a good fit for this role.
The EA will act as the Director’s voice, ensuring alignment, accountability, and implementation across the organisation.
KEY RESPONSIBILITIES
Task Delegation & Follow-Up Management (MOST IMPORTANT)
· Maintain a live In house built Delegation & Follow-Up Sheet
· Assign tasks to department heads/staff on behalf of the Director
· Take clear time & date commitments for each task
· Follow up until completion
· Escalate delays appropriately
⬛ Director Productivity Management
· Maintain Director’s calendar
· Prioritise meetings and schedule strategically
· Prepare daily task sheets (post 8am planning discussion)
· Ensure weekly and monthly review systems are executed
⬛Email & Communication Management
· Monitor and manage Director’s inbox
· Draft and send professional emails
· Coordinate with clients, vendors and internal teams
· Filter and prioritise communication
⬛ Research & Documentation
· Conduct online research
· Prepare summaries and documentation
· Maintain MIS reports and trackers
· Organise data and information systems
⬛ Cross-Department Coordination
· Ensure Sales, Operations, Finance, HR and Delivery tasks are tracked (as per business system framework)
· Support implementation of systems and SOPs
· Track Management information systems
6⬛ Personal Coordination (Limited but Required)
· Coordinate personal administrative tasks (appointments, bookings, etc.)
· Maintain strict confidentiality
KEY COMPETENCIES REQUIRED
⬛ Excellent Follow-Up Skills (Non-Negotiable)
Must be persistent, structured and deadline-oriented.
⬛ High Accountability Orientation
Comfortable asking seniors for updates respectfully but firmly.
⬛ Strong Organisational Skills
Able to manage multiple parallel tasks without losing track.
⬛ MS Office Proficiency
· Excel (VLOOKUP, Pivot, linking sheets preferred)
· Word drafting
· Basic reporting formats
⬛ Strong Written & Spoken English
⬛ Emotional Maturity
Able to handle resistance from staff diplomatically.
EXPERIENCE REQUIREMENTS
· 3–5 years experience as:
o Executive Assistant
o Office Coordinator
o Senior Admin Coordinator
o Secretary to Director / MD
· Stable employment history preferred
· Experience in coordination-heavy roles is ideal
IDEAL CANDIDATE PROFILE
· Lives within reasonable commuting distance
· High integrity and strong references
· Detail-oriented
· Comfortable working in a high-accountability environment
· Long-term orientation (not a frequent job switcher)
⬛ SUCCESS METRICS (KPI)
The candidate will be evaluated on:
· % of tasks completed on committed time
· Quality of follow-up tracking
· Reduction in Director’s daily operational load
· Email turnaround efficiency
· Accuracy of reports and documentation
GROWTH OPPORTUNITY
This role is critical to business scaling and systemisation. High performers may grow into:
· Chief of Staff
· Business Operations Manager
· Implementation Head
RECRUITMENT PROCESS EXPECTATION (FOR RSP)
Please ensure:
· Reference checks from last 2 employers (landline verification preferred)
· Assessment of Excel proficiency
· Written email drafting test
· Evaluation of follow-up methodology used in previous roles
Job Types: Full-time, Permanent
Pay: ₹22,000.00 - ₹27,000.00 per month
Benefits:
Language:
Work Location: In person
