Job Description – Executive Assistant to Director
Department: Administration / Management Office
Position: Executive Assistant to Director
Company: AgriBegri Trade Link Pvt. Ltd.
Location: Rajkot
Reporting To: Director / Managing Director
Experience: 2–5 Years
Qualification: Bachelor’s Degree; MBA preferred
Job Summary
The Executive Assistant to the Director will provide high-level executive, administrative, coordination, and business support to the Director. The role is responsible for managing the Director’s schedule, coordinating with internal and external stakeholders, tracking important assignments and deadlines, preparing reports and presentations, maintaining confidential information, and ensuring timely execution of decisions taken by the Director.
The EA will act as a key coordination point between the Director and various departments and will ensure that important tasks, follow-ups, meetings, and management requirements are completed within defined timelines.
Key Responsibilities
1. Executive & Administrative Support
Manage and maintain the Director’s calendar, appointments, meetings, and daily schedule.
Prioritize and coordinate the Director’s daily activities and commitments.
Handle emails, calls, correspondence, documents, and communication on behalf of the Director as required.
Prepare letters, reports, presentations, MIS, summaries, and other business documents.
Maintain proper records and filing systems for important documents.
Ensure complete confidentiality of sensitive business and employee information.
2. Task & Follow-up Management
Maintain a Director’s Action Tracker for assigned tasks, decisions, and pending matters.
Follow up with respective departments/employees on tasks assigned by the Director.
Monitor deadlines and provide timely updates on pending and completed tasks.
Escalate delays, critical issues, and non-compliance to the Director.
Ensure important instructions and decisions of the Director are communicated to the concerned teams.
Maintain daily/weekly follow-up reports for management review.
3. Meeting Management & Coordination
Schedule and coordinate internal and external meetings for the Director.
Prepare meeting agendas, presentations, documents, and required information.
Record important discussion points, decisions, and action items during meetings.
Maintain a Meeting Action Tracker and follow up with responsible persons until closure.
Coordinate with different departments to ensure timely submission of required information.
4. Management Reporting & MIS
Collect and consolidate department-wise updates, MIS, reports, and important business information for the Director.
Prepare daily, weekly, and monthly management reports as required.
Assist in reviewing business performance reports, operational updates, recruitment reports, sales reports, financial information, and other management data.
Highlight important pending matters, deviations, deadlines, and areas requiring management attention.
Ensure reports submitted to the Director are accurate, complete, and properly formatted.
5. Inter-Departmental Coordination
Act as a coordination point between the Director and department heads/managers.
Coordinate with HR, Sales, Accounts, SCM, Dispatch, Vendor Relationship, NDR, Marketing, and other departments as required.
Ensure timely communication of management decisions and instructions.
Follow up with department heads for execution and closure of assigned activities.
Support smooth flow of information between management and operational teams.
6. Business & Project Support
Assist the Director in monitoring important projects, initiatives, and business activities.
Track project timelines, milestones, responsibilities, and pending activities.
Conduct market, competitor, business, or operational research whenever required.
Assist in reviewing proposals, business plans, presentations, and important documents.
Support the Director in preparing information required for business decisions.
7. Travel & Event Coordination
Coordinate travel arrangements, tickets, accommodation, transportation, and itineraries for the Director.
Prepare complete travel schedules and required documents.
Coordinate meetings, appointments, and logistics during business travel.
Support company events, management meetings, and important business activities when required.
8. Confidential & Sensitive Information
Handle confidential business, financial, employee, customer, vendor, and management information with complete discretion.
Ensure sensitive documents and communications are not shared with unauthorized persons.
Maintain appropriate document control and access to confidential information.
Follow company policies regarding confidentiality and data protection.
Key Skills & Competencies
Excellent verbal and written communication skills.
Strong organizational and time-management abilities.
Excellent follow-up and task-tracking skills.
Ability to manage multiple priorities simultaneously.
Strong coordination and interpersonal skills.
High level of confidentiality, discretion, and integrity.
Strong attention to detail.
Good analytical and problem-solving abilities.
Ability to work independently with minimum supervision.
Ability to handle pressure and urgent management requirements.
Strong proficiency in MS Excel, Word, PowerPoint, Outlook, and Google Workspace.
Ability to prepare professional MIS, presentations, trackers, and management reports.
Qualification & Experience
Bachelor’s degree in Business Administration, Management, Commerce, or a related field.
MBA will be an added advantage.
2–5 years of experience as an Executive Assistant, Personal Assistant, Management Coordinator, or similar role.
Experience in supporting senior management/directors in a corporate environment.
Experience in preparing MIS, coordinating with multiple departments, and tracking management-level assignments will be preferred.
Key Performance Areas (KRA)
Timely completion and follow-up of Director-assigned tasks.
Accuracy and timely submission of management MIS and reports.
Meeting coordination and action-item closure.
Effective inter-departmental coordination.
Calendar, appointment, and schedule management.
Timely communication of management decisions and instructions.
Confidentiality and proper handling of sensitive information.
Accuracy and quality of reports, presentations, and documentation.
Project and deadline tracking.
Overall efficiency and responsiveness of the Director’s office.
Preferred Candidate Profile
The ideal candidate should be highly organized, proactive, trustworthy, professional, and capable of working closely with senior management. The person should be comfortable handling confidential information, following up with multiple departments, managing urgent priorities, and ensuring that important management decisions and assignments are executed on time.
Pay: ₹25,000.00 - ₹30,000.00 per month
Work Location: In person
