Executive Assistant

We are looking for a mature, highly dependable and execution-oriented professional to work closely with the CMD and act as a key member of the CMD's Office.

This is a high-ownership role. The ideal candidate should be able to take responsibility for pending matters, maintain systematic trackers, follow up independently and ensure tasks are completed without requiring repeated instructions from management.

Role & responsibilities

• Provide day-to-day executive assistance to the Promoters, including calendar, meetings, travel, correspondence and documentation.
• Maintain a central tracker of tasks, commitments, deadlines and pending matters and proactively follow up until closure.
• Coordinate with internal teams, vendors, customers, consultants, banks, lawyers, CAs and other external parties.
• Proactively follow up with employees and department heads to ensure work assigned by the CMD is completed on time.
• Support the CMD and Promoters with calendars, meetings, travel, correspondence, documentation and other executive-assistance requirements.
• Coordinate with external stakeholders including customers, vendors, banks, lawyers, CAs, consultants and government departments.
• Manage tender-related activities, including identifying relevant tenders, downloading and reviewing tender documents, preparing eligibility/document checklists and tracking submission deadlines.
• Prepare letters, emails, MOMs, reports, presentations and other business correspondence.
• Coordinate office administration, vendor management, renewals, insurance, documentation, purchases and other administrative matters.
• Follow up with departments and external parties on behalf of management and escalate delays appropriately.
• Handle sensitive business, financial and personal information with strict confidentiality.
• Provide concise daily/weekly updates to the Promoters on completed tasks, pending matters, upcoming deadlines and decisions required.

Preferred candidate profile

The ideal candidate should have 815+ years of experience in Executive Assistance, CMD/MD Office, Administration, Business Coordination, Tender Coordination or a similar role.

More importantly, the candidate should be:

• Highly execution-oriented follows a task through until completion.
• Persistent with follow-ups without needing reminders from management.
• Confident enough to follow up firmly but professionally with employees at all levels.
• Able to distinguish between matters that can be resolved independently and matters requiring CMD intervention.
• Highly organized and capable of simultaneously tracking numerous open items.
• Mature, discreet and trustworthy.
• Strong in documentation, written communication and record keeping.
• Comfortable with Excel/Google Sheets, Word, Outlook/email, PDFs, online portals and modern productivity tools.
• Good written and spoken English and Hindi.
• Prior experience supporting a CMD, Promoter, Chairman, MD or Director is strongly preferred.
• Experience with tenders/e-procurement/GeM/CPPP/PSU tenders will be an advantage.

The kind of person we want

We are specifically looking for someone with an ownership mentality rather than a task-based mentality.

For example, if the CMD asks an employee to complete something by Friday, the successful candidate should independently record the task, establish responsibility and deadline, follow up before Friday, identify any obstacles, push for resolution and report back to the CMD when it is completed or when management intervention is required.

Similarly, if an employee approaches the CMD's office with an operational problem, the candidate should not simply pass the problem to the CMD. Wherever possible, they should coordinate with the appropriate people, drive the matter towards resolution and involve the CMD only where a decision or intervention is genuinely required.

The person should ultimately become the operational extension of the CMD's office, ensuring that instructions turn into action and that important matters do not remain pending simply because nobody followed up.