Executive Assistant

Job Description (JD)

Job Title: Executive Assistant (EA)

Department: Administration / Executive Support

Job Summary:

The Executive Assistant provides high-level administrative, operational, and coordination support to the Managing Partner. The role involves managing schedules, tracking tasks, ensuring timely MIS reviews, coordinating with multiple departments, and maintaining strict follow-up on delegated work. The EA acts as a central communication and control point to ensure smooth execution of daily activities and priorities of the MP.

Key Responsibilities (JD):

1. Task Management & Follow-ups

Maintain and update Delegation Sheet / EA Sheet regularly.

Share daily task list with employees and ensure no task is overdue.

Track completed and pending tasks and share EOD summary in EA group.

Follow up with employees for timely completion of assigned work.

2. MIS Review & Coordination

Review daily MIS from:

ROC Department

Accounts Department

Discuss pending items with MP daily (6:15 PM).

Ensure critical MIS are received on time (e.g., Bank Balance MIS).

Prepare and share:

Weekly EM MIS

Expected Score updates (as per Partner inputs)

3. Calendar & Scheduling Management

Manage MPs calendar, meetings, and appointments.

Ensure:

Minimum required meetings are scheduled weekly

Missed schedules are marked as “Tentative” and tracked

Highlight weekly summary of unfulfilled schedules.

4. Meeting Coordination & Documentation

Attend daily huddles and prepare Minutes of Meeting (MoM).

Share actionable points immediately in WhatsApp group.

Highlight key points during review meetings (S-30).

5. Communication Management

Handle:

Calls forwarded by MP

Emails and WhatsApp messages

Capture tasks from all communication channels and update tracking sheets.

Ensure timely response and escalation where required.

6. Administrative & Operational Support

Manage:

Travel bookings (tickets, hotels, logistics)

CPE registrations for MP/PA

Event/ticket bookings (personal/professional)

Arrange:

Auditor payments follow-up

Fund transfer requests

Maintain updated:

Contact lists

Extension lists

Greeting calendar

7. Reporting & Documentation

Prepare Monday File (hard copy) with all required MIS and reports.

Ensure availability of:

Billing MIS

Recruitment MIS

Statutory MIS

IT and Accounts MIS

Maintain proper documentation and records.

8. Coordination with Departments

Coordinate with:

Accounts (MIS, credit card statements, petty cash updates)

ROC Team (MIS tracking, TAT monitoring)

Audit Team (BA tracker checks, report validations)

Recruitment Team (openings and status updates)

Ensure smooth flow of information across departments.

9. Monitoring & Compliance

Perform daily checks on:

ROC MIS (UDIN, TAT, delays)

BA checklist items (e.g., HSBC short reports)

System and operational checks (e.g., webcams, trackers)

Raise help slips for unresolved issues.

10. Miscellaneous Responsibilities

Ensure readiness of MP’s essentials (devices, documents, etc.).

Handle employee engagement tasks (e.g., vouchers, recognition).

Monitor and support personal and professional requirements of MP.

Ensure discipline in communication and execution across teams.