Executive Assistant (EA)

Job Summary

We are looking for a highly organized, proactive, and professional Executive Assistant to the Managing Director who will provide comprehensive administrative, coordination, and executive support to the Managing Director.

The ideal candidate should have strong communication and interpersonal skills, excellent follow-up capabilities, good business understanding, and the ability to manage multiple priorities while maintaining confidentiality and professionalism.

Role Responsibilities

• Provide end-to-end executive support to the Managing Director in day-to-day business activities.
• Manage the Managing Director's calendar, appointments, meetings, and schedules effectively.
• Coordinate and schedule internal and external meetings with clients, vendors, senior management, and other stakeholders.
• Prepare meeting agendas, presentations, reports, MOMs, and other business documents as required.
• Maintain proper follow-up on action items, pending tasks, commitments, and deadlines discussed during meetings.
• Coordinate with various departments and ensure timely completion of tasks assigned by the Managing Director.
• Handle official correspondence, emails, letters, and communication on behalf of the Managing Director when required.
• Prepare and maintain MIS reports, management reports, dashboards, and business summaries.
• Assist the Managing Director in tracking department-wise activities, targets, projects, and important business updates.
• Maintain confidential information, documents, and records with a high level of discretion and integrity.
• Coordinate with clients, business partners, consultants, vendors, and other external stakeholders.
• Organize travel arrangements, itineraries, hotel bookings, meetings, and other logistics for the Managing Director.
• Maintain proper documentation and filing of important records and correspondence.
• Support the Managing Director in special projects, business initiatives, and strategic assignments as required.
• Ensure timely reminders and follow-ups for important meetings, deadlines, payments, commitments, and business activities.
• Act as an effective communication bridge between the Managing Director and internal/external stakeholders.
• Handle multiple tasks simultaneously and prioritize work based on urgency and business requirements.

Required Skills Competencies

• 5-7 years of experience as an Executive Assistant, Personal Assistant, Management Executive, or similar role supporting senior management/Managing Directors.
• Excellent verbal and written communication skills.
• Strong coordination, follow-up, and organizational skills.
• Excellent time management and ability to handle multiple priorities.
• Strong MS Office skills, especially Excel, Word, PowerPoint, and Outlook.
• Ability to prepare professional presentations, reports, MIS, and business documents.
• Strong interpersonal and stakeholder management skills.
• Ability to maintain confidentiality of sensitive business and management information.
• Proactive approach with strong attention to detail.

Preferred Qualifications

• Master's degree in Business Administration, Management, Commerce, or a relevant field.
• Experience working directly with Managing Directors, CXOs, Business Heads, or Senior Management from Engineering, Manufacturing, Industrial Automation, Infrastructure, or similar industries will be preferred.

What We Expect

• The candidate should be capable of managing the Managing Director's day-to-day requirements independently, ensuring that important tasks and commitments are properly tracked and followed up, and facilitating smooth communication between the Managing Director and different stakeholders.

Qualifications

• Location: Ahmedabad, Gujarat.
• Educational Qualification: Master's degree in Business Administration, Management, Commerce, Engineering, or a relevant discipline.
• Required Experience: 5 to 7 Years.
• Gender: Male / Female.