Executive Assistant To Director

Role & responsibilities :

1. Calendar & Schedule Management

• Manage and maintain the Director's daily calendar, appointments, meetings, and commitments.
• Prioritize appointments and ensure effective utilization of the Director's time.
• Coordinate internal and external meetings and maintain an updated schedule.
• Provide timely reminders and briefing notes before important meetings.

2. Meeting & Follow-up Management

• Schedule and coordinate meetings with clients, vendors, business partners, employees, and other stakeholders.
• Prepare meeting agendas, presentations, documents, and required information.
• Record important discussions, decisions, and action points.
• Follow up with concerned team members to ensure timely completion of tasks assigned by the Director.
• Maintain a task tracker and provide regular status updates to the Director.

3. Communication & Correspondence

• Handle professional correspondence, emails, letters, and communications on behalf of the Director where required.
• Draft emails, letters, notices, meeting communications, and official documents.
• Coordinate communication between the Director and internal departments/external stakeholders.
• Maintain confidentiality of sensitive business and management information.

4. Business & Management Support

• Assist the Director in day-to-day business and administrative activities.
• Collect, organize, and present information required for management decisions.
• Conduct basic research and prepare reports, summaries, presentations, and business documents.
• Coordinate with various departments to obtain required information and updates.
• Monitor important deadlines, commitments, and pending matters.

5. Travel & Event Coordination

• Manage domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
• Coordinate visa/invitation documentation and travel-related requirements.
• Assist in organizing exhibitions, conferences, client meetings, business events, and corporate visits.
• Coordinate client visits and ensure proper arrangements for visiting guests.

6. Client & Stakeholder Coordination

• Coordinate with key clients, suppliers, business associates, and other stakeholders on behalf of the Director.
• Assist in arranging client meetings and presentations.
• Ensure professional communication and timely follow-up on important matters.
• Support the Director during client visits, exhibitions, and business meetings.

7. Documentation & Record Management

• Maintain confidential files, records, agreements, reports, and management documents.
• Ensure proper filing and easy retrieval of important documents.
• Maintain trackers for important projects, payments, meetings, commitments, and follow-ups.
• Prepare presentations and management reports using Microsoft Office.

8. Administrative Coordination

• Coordinate with office administration and relevant departments for management requirements.
• Assist in organizing the Director's office and meeting-room requirements.
• Coordinate special assignments and priority tasks given by the Director.
• Ensure that important instructions from the Director are communicated to the concerned person and followed up until completion.

Technical Skills

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook / Email Management
• Calendar & Meeting Management
• Document and Record Management
• Internet Research and Online Communication Tools

Qualification & Experience

• Bachelor's degree in any discipline.
• 3 to 6 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, Secretary, or similar role.
• Experience working directly with senior management/directors will be preferred.

Preferred candidate profile

• Experience in a manufacturing, engineering, pharmaceutical, packaging, or corporate environment will be preferred.