Executive Assistant

JOB DESCRIPTION EXECUTIVE ASSISTANT (EA)
Diamond Industry | B2B Business
Position: Executive Assistant to Director / Senior Management
Department: Management / Administration
Location: [Location]
Experience: 3 TO 7 Years
Industry Preference: Diamonds / Jewellery / Gems / Luxury Goods
Reporting To: Director / Managing Director
Job Purpose
We are looking for a highly organized, proactive, and professional Executive Assistant (EA) to support the Director/Senior Management in managing day-to-day business activities, meetings, communications, MIS, follow-ups, and coordination across departments.
The ideal candidate should have strong communication, coordination, confidentiality, time-management, and follow-up skills, with an understanding of the Diamond/Jewellery B2B business environment.
Key Responsibilities
1. Executive Support

• Manage the Director's daily calendar, appointments, meetings, and schedules.
• Coordinate internal and external meetings with clients, suppliers, business partners, and senior management.
• Prepare meeting agendas, presentations, reports, and supporting documents.
• Maintain a daily task list and follow up on important action points.
• Handle confidential business and management information with complete discretion.

2. B2B Diamond Business Coordination

• Coordinate with Sales, Merchandising, Production, Purchase, Accounts, Logistics, and Operations teams.
• Follow up on customer orders, quotations, inquiries, deliveries, and pending requirements.
• Maintain updates on important B2B clients and business opportunities.
• Coordinate with customers and internal teams to ensure timely closure of commitments.
• Track important business activities and provide regular updates to management.
  3. MIS & Reporting
  
• Prepare Daily / Weekly / Monthly MIS reports for management.
• Maintain sales, order, collection, client, and business-performance trackers.
• Prepare management dashboards and presentations in MS Excel and PowerPoint.
• Analyze basic business data and highlight pending actions, deviations, and critical issues.
• Maintain records of management meetings and action items.

4. Meeting & Follow-Up Management

• Attend meetings with the Director and prepare Minutes of Meeting (MOM).
• Record decisions, responsibilities, and deadlines.
• Follow up with respective department heads until closure.
• Maintain an Action Tracker and provide regular status updates to management.

5. Client & Business Communication

• Draft professional emails, letters, reports, and business communications.
• Coordinate with important clients, suppliers, consultants, and business associates on behalf of management.
• Handle communication professionally and ensure timely responses.
• Support management in client meetings and business discussions.

6. Documentation & Administration

• Maintain important management documents, agreements, reports, presentations, and correspondence.
• Ensure proper filing and retrieval of confidential documents.
• Coordinate with internal departments for required information and documents.
• Maintain important deadlines, renewals, meetings, and follow-ups.

Required Skills

• Excellent English communication written and verbal.
• Strong MS Excel, PowerPoint, Word, and Outlook skills.
• Good knowledge of MIS and reporting.
• Strong follow-up and coordination abilities.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple tasks.
• Professional personality and business etiquette.
• Strong attention to detail.
• Ability to handle confidential information.

Diamond Industry Knowledge Preferred
Candidates with knowledge of any of the following will be preferred:

• Rough & Polished Diamonds
• Diamond Grading / 4Cs
• Diamond Jewellery
• B2B Diamond Sales
• Diamond Merchandising
• Customer Orders & Quotations
• Diamond Inventory
• Export / Import Documentation
• Jewellery Manufacturing Process
• Diamond Exhibitions & Trade Shows
• International B2B Clients

Educational Qualification

Graduate / Postgraduate in any relevant discipline.
MBA / PGDM in Management, Marketing, International Business, or related fields will be an advantage.
Experience
3 to 7 years of experience as an Executive Assistant, Management Assistant, Executive Coordinator, or similar role.

Key Performance Indicators (KPIs)

• Timely completion of management tasks and follow-ups
• Accuracy and timeliness of MIS reports
• Meeting/calendar management efficiency
• Timely coordination with internal departments
• Client/business communication turnaround time
• Accuracy of documentation and reports
• Management satisfaction and responsiveness