Job Summary

We are looking for a smart, proactive, well-organized, and professional Executive Assistant to the Director who can provide high-level administrative, coordination, and business support. The candidate will work closely with the Director to manage schedules, meetings, communication, follow-ups, travel, documentation, and day-to-day business activities.

The ideal candidate should be capable of anticipating requirements, maintaining confidentiality, coordinating with different departments, and ensuring timely execution of tasks assigned by the Director.

Key Responsibilities

Manage the Director’s daily calendar, appointments, meetings, and schedule.
Coordinate and schedule internal and external meetings with clients, vendors, employees, and business partners.
Manage emails, calls, correspondence, and communication on behalf of the Director when required.
Prepare meeting agendas, presentations, reports, MIS, and other business documents.
Attend meetings with the Director, prepare minutes, and maintain action points.
Follow up with department heads and team members on tasks assigned by the Director.
Track pending tasks, deadlines, commitments, and important business activities.
Coordinate with Sales, Operations, Finance, HR, Purchase, Logistics, and other departments.
Maintain confidential documents, business information, and sensitive communications.
Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.
Coordinate with clients, vendors, suppliers, consultants, and other external stakeholders.
Prepare and maintain daily/weekly status reports for the Director.
Assist the Director in business planning, project coordination, and special assignments.
Ensure timely communication of instructions and decisions taken by the Director.
Conduct research and gather information required for business meetings and decision-making.
Maintain proper filing and documentation of important records.
Handle urgent and priority tasks assigned by the Director.
Perform any other responsibilities assigned by the Director from time to time.

Candidate Requirements

Bachelor’s degree in Business Administration, Commerce, Management, or any relevant discipline.
2–5 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or similar role.
Excellent verbal and written communication skills.
Strong knowledge of MS Office – Excel, Word, PowerPoint, and Outlook .
Strong organizational and time-management skills.
Excellent follow-up and coordination abilities.
Professional personality with good interpersonal skills.
Ability to handle confidential and sensitive information with discretion.
Ability to multitask and work under pressure.
Strong attention to detail.
Willingness to travel with the Director, if required.

Key Skills

Executive & Calendar Management
Business Coordination
Meeting & Travel Management
Task & Follow-up Management
MS Excel & PowerPoint
Report & Presentation Preparation
Client & Stakeholder Coordination
Communication Skills
Confidentiality & Discretion
Time Management
Problem Solving
Multitasking

Key Performance Indicators (KPIs)

Effective management of the Director’s schedule.
Timely completion and follow-up of assigned tasks.
Accuracy and quality of reports and presentations.
Timely coordination of meetings and travel.
Effective follow-up with departments and stakeholders.
Proper handling of confidential information.
Timely communication and execution of management decisions.
Overall efficiency of executive and administrative support.

Executive assistant to Chairman

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