Executive Assistant

JOB DESCRIPTIONPosition: Executive Assistant to Managing Director (EA to MD)

Department: MD Office / Administration
Reporting To: Managing Director
Location: Bhosari / Chakan, Pune
Industry: Manufacturing / Auto Components
Employment Type: Full-Time

1. Job Purpose

To provide professional executive, administrative and coordination support to the Managing Director and ensure effective management of schedules, meetings, communication, reports, follow-ups and management priorities.

The EA will act as an effective coordination link between the Managing Director and various departments, ensuring timely follow-up and closure of important tasks.

2. Key ResponsibilitiesA. Executive & Calendar Management

• Manage the MD's daily calendar, appointments, meetings and schedules.
• Prioritize meetings and appointments based on business requirements.
• Coordinate internal and external meetings.
• Maintain reminders for important commitments, deadlines and follow-ups.
• Coordinate visitors and senior stakeholders meeting the MD.

B. Meeting Management & MOM

• Prepare meeting agendas and required documents.
• Attend management meetings as required.
• Prepare accurate Minutes of Meeting (MOM).
• Record decisions, action points, responsible persons and deadlines.
• Follow up with concerned departments for timely closure.
• Maintain an action-point tracker and provide regular status updates to the MD.

C. Department Coordination

• Coordinate with Production, Quality, Purchase, Stores, Maintenance, Finance, HR, Sales, Logistics and other departments.
• Collect required information and updates from department heads.
• Follow up on pending activities assigned by the MD.
• Escalate critical delays or unresolved matters to the MD.
• Ensure proper communication of management instructions to concerned departments.

D. MIS & Management Reporting

• Prepare daily, weekly and monthly MIS reports as required.
• Collect and consolidate departmental data.
• Prepare management dashboards, summaries and presentations.
• Track important business and operational action points.
• Support preparation of management review presentations.

E. Communication & Correspondence

• Draft professional emails, letters, notices and other official communications as instructed by the MD.
• Monitor and organize important correspondence.
• Coordinate communication between the MD and internal/external stakeholders.
• Maintain proper records of important communications.

F. Travel & Logistics

• Coordinate domestic and international travel arrangements.
• Arrange tickets, hotels, transportation and travel itineraries.
• Coordinate meeting schedules during business travel.
• Maintain required travel-related documents and records.

G. Confidentiality & Documentation

• Maintain strict confidentiality of business, financial, employee and management information.
• Maintain important documents, reports, presentations and records systematically.
• Ensure sensitive information is shared only with authorized persons.
• Maintain proper document control and filing.

H. Management Follow-up

• Maintain a tracker of important instructions given by the MD.
• Follow up with responsible persons until closure.
• Provide periodic updates on pending and completed activities.
• Highlight urgent issues requiring management attention.
• Ensure commitments made by departments are properly tracked.

I. Special Projects

• Support the MD in special assignments and business projects.
• Assist in collecting data and preparing reports for strategic initiatives.
• Coordinate cross-functional projects as assigned.
• Conduct basic research and prepare summaries when required.

3. Required Qualifications

• Graduate in any discipline.
• MBA / PG qualification will be an added advantage.
• Minimum 3–6 years of relevant experience as Executive Assistant / Personal Assistant / Executive Secretary / Management Coordinator.
• Experience in manufacturing or auto-component industry will be preferred.

4. Required Skills

• Excellent English communication – written and verbal.
• Good Marathi and Hindi communication skills.
• Strong coordination and follow-up skills.
• Excellent organizational and time-management abilities.
• Good knowledge of MS Excel, Word and PowerPoint.
• Ability to prepare MIS and management presentations.
• Good email drafting skills.
• Strong attention to detail.
• Ability to manage multiple priorities.
• Professional behaviour and maturity.
• High level of confidentiality and integrity.
• Ability to work independently with minimum supervision.

5. Key Competencies

• Ownership & Accountability
• Communication Skills
• Coordination & Follow-up
• Planning & Organization
• Confidentiality
• Problem Solving
• Time Management
• Attention to Detail
• Professionalism
• Proactive Approach

6. Key Performance Indicators (KPIs)

• Timely completion of MD's assigned action points.
• Accuracy and timely submission of MIS reports.
• Timely preparation and circulation of MOM.
• Effective follow-up and closure of pending activities.
• Proper calendar and meeting management.
• Accuracy of management information and reports.
• Confidentiality and proper document management.
• Timely coordination with internal and external stakeholders.

7. Role Expectations

The candidate should be proactive and should not wait for repeated instructions. The EA is expected to understand priorities, maintain proper follow-up, keep the MD updated and ensure that important activities do not remain pending.

Pay: ₹12,704.86 - ₹46,085.64 per month

Work Location: In person