Secretary/ Executive Assistant (EA) / Personal Assistant

Job Summary

• We are looking for a proactive and well-organized Personal Assistant to the Managing Director to manage the MDs meetings, coordination, documentation, and follow-ups.
• The candidate will be responsible for ensuring that all action points discussed during meetings are properly assigned, tracked, and completed within the given timelines.

Key Responsibilities

• Manage and coordinate the MDs daily/weekly meeting schedule and calendar.
• Schedule meetings with internal teams, clients, vendors, and other stakeholders.
• Attend meetings, take notes, and prepare accurate Minutes of Meeting (MOM).
• Document key discussion points, decisions, action items, responsible persons, and deadlines.
• Assign tasks/action points to concerned employees as instructed by the MD.
• Maintain an Action Item / Task Tracker and regularly update the status.
• Follow up with concerned employees/departments to ensure timely completion of assigned tasks.
• Identify delayed or pending tasks and highlight them to the MD.
• Coordinate with different departments to ensure smooth execution of MDs instructions.
• Prepare daily/weekly status updates and pending task reports whenever required.
• Remind the MD about important meetings, deadlines, pending decisions, and follow-ups.
• Maintain proper records of MOMs, meeting schedules, and action items.
• Handle confidential information with professionalism and discretion.
• Perform other coordination and administrative responsibilities assigned by the MD.

Required Skills

• Excellent communication and interpersonal skills.
• Strong follow-up, coordination, and organizational skills.
• Good knowledge of MS Excel, Word, PowerPoint and Outlook/Google Calendar.
• Strong documentation and MOM preparation skills.
• Ability to manage multiple tasks and deadlines.
• Proactive attitude, ownership, and attention to detail.
• Prior experience working with MD/Director/CEO will be preferred.

Skills : -

• Secretary, EA, Calendar management, Secretary activities, Travel arrangements, Traveling International/ Domestic Booking, Email management, letter drafting, Attend meetings, take notes, and prepare accurate Minutes of Meeting (MOM),Schedule meetings.

Location: Ghansoli, Navi Mumbai