Executive Assistant

Job_Description":"

**Executive Assistant

**Company

Avana Surgical Systems Pvt Ltd.

**Designation

Executive Assistant

**Experience

5+ Years

**Reporting To

Director

**Location

Chennai

**ROLE PURPOSE

The Executive Assistant will provide comprehensive administrative and operational support to the Director. The role focuses on effectively managing schedules, meetings, correspondence, reports, quotations, pricing, expenses, and cross-functional coordination while ensuring confidentiality and timely completion of assigned actions.

**KEY RESULT AREAS RESPONSIBILITIES

**1) **Calendar, Appointment Meeting Management

**- Manage the Directors calendar, appointments, meetings, and schedules.

**- Organize internal and external meetings and prepare the required documents and presentations including MOM.

**2) **Email, Correspondence Follow-up

**- Handle emails, correspondence, reminders, and follow-ups on behalf of the Director.

**- Maintain confidential records and ensure timely completion of action items assigned by the Director.

**3) **MIS Departmental Reporting

**- Prepare and maintain accurate MIS reports.

**- Collect and consolidate reports from the Sales and Marketing departments.

**4) **Expense Management

**- Manage and track expenses along with the relevant supporting documents.

**5) **Quotation Pricing Coordination

**- Prepare and manage quotations using Zoho and manual processes.

**- Maintain product pricing details and coordinate the necessary approvals.

**6) **Outstanding Payment Follow-up

**- Collect outstanding payment reports from the Accounts department and coordinate with the concerned teams for follow-up.

**KEY RESULT AREAS RESPONSIBILITIES CONTINUED

**7) **Tender Support

**- Support tender-related activities, which will constitute approximately 10% of the role.

**8) **Stakeholder Coordination

**- Coordinate with internal departments and external stakeholders on behalf of the Director.

Requirements

****SKILLS REQUIRED

****- Strong calendar, appointment, email, and meeting-management skills

****- Proficiency in Microsoft Excel and PowerPoint

****- Experience using Zoho applications and managing quotations

****- Knowledge of MIS reporting, expense management, and pricing coordination

****- Basic exposure to tender documentation and processes

****- Familiarity with AI tools for preparing reports, presentations, emails, and productivity-related tasks

****- Excellent communication, coordination, follow-up, and organizational skills

****- Ability to maintain confidentiality, exercise discretion, and manage multiple priorities effectively

**EDUCATION EXPERIENCE

**- Graduate in any discipline; a relevant postgraduate qualification is preferred

**- Minimum 5 years of relevant experience as an Executive Assistant or in a similar role

**- Experience supporting senior management or Directors or MD will be preferred

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