Executive Assistant

Job Description Executive Assistant (EA) to CMD

Company: Columbia Petro Chem Pvt. Ltd.

Working hours/Days:- 6 days/ 9 hours shift

Department: Administration / Office of CMD

Reporting To: Chairman & Managing Director (CMD)

Location: Head Office

Position Overview:

The Executive Assistant (EA) will act as the right hand to the CMD, managing day-to-day operations, ensuring smooth inter-departmental coordination, and handling all administrative, travel, and official responsibilities efficiently. The EA will professionally manage schedules, meetings, correspondence, and administrative oversight while maintaining confidentiality and high standards of professionalism. The role also involves attending meetings outside the office on behalf of CMD when required.

Key Responsibilities:

1. Administrative & Office Management:

1. Oversee complete office administration including all floors, pantry, housekeeping, security, and labor staff.
2. Ensure all departments execute their tasks efficiently; monitor follow-ups and task completion.
3. Professionally prepare reports, presentations, and dashboards for CMD and management.
4. Conduct professional coordination across all departments to ensure smooth workflow.

2. Meeting & Calendar Management:

1. Manage CMD’s calendar; block time for meetings and ensure schedule adherence.

2. Arrange internal and external meetings, including agendas, presentations etc

3. Attend meetings outside the office on behalf of CMD if required and provide detailed reports.

4. Take shorthand notes during meetings for accurate record-keeping.

3. Travel & Logistics Management:

1. Handle domestic and international travel arrangements, including flight/train bookings, accommodations, visa, and itinerary planning.

2. Ensure smooth execution of all travel-related logistics for CMD and top management.

3. Manage travel-related approvals and policies in line with company procedures.

4. Correspondence & Communication:

1. Professionally draft and send emails on behalf of CMD.

2. Screen and prioritize CMD’s emails and communications for effective decision-making.

3. Maintain high-level confidentiality while handling sensitive company information.

4. Secretarial & Professional Skills:

5. Prepare professional reports, presentations, and minutes of meetings.

6. Coordinate with vendors, clients, and stakeholders as required by CMD.

7. Maintain professionalism, punctuality, and proactive problem-solving in all tasks.

Skills & Competencies:

• Full administrative and operational control over office and departments

• Strong inter-departmental coordination & leadership

• Excellent report-making and presentation skills

• Professional email drafting & communication skills

• Shorthand, minute-taking, and meeting reporting skills

• High-level discretion, integrity, and confidentiality

• Ability to attend meetings both inside and outside the office and represent CMD professionally

• Facilities:-

• Breakfast,lunch,evening snacks on daily basis.

• Drop facility till bandra station