Executive Assistant

Job Description – Executive Assistant to Managing Director

Company: HOF Furniture Systems Pvt. Ltd.

Job Title: Executive Assistant (EA to MD – Production, Finance & Purchase)

Location: Changodar / Sindhu Bhavan, Ahmedabad

Reporting To: Managing Director

Role Summary :

The Executive Assistant will provide high-level administrative, operational, and strategic support to the Managing Director, specifically in areas related to Production, Finance, and Purchase. This role requires strong coordination skills, excellent communication, a high level of discretion, and the ability to manage cross-functional tasks efficiently.

The EA acts as a central link between the MD and internal departments to ensure smooth decision-making, timely follow-ups, and uninterrupted business operations.

Key Responsibilities :

1. MD Support & Coordination

Manage the MD’s calendar, schedule, appointments, review meetings, and approvals.

Organize MD’s daily workflow, prioritizing tasks across production, finance, and purchase.

Serve as an information bridge between MD and department heads.

2. Production Coordination

Track daily and weekly production updates, targets, and timelines.

Follow up with Plant Heads, Supervisors, and QC for status reports.

Coordinate documentation for production planning, WIP, and dispatch schedules.

Ensure timely escalation of issues to the MD with proper data.

3. Purchase & Vendor Coordination

Track PRs/POs, vendor quotations, approvals, and delivery schedules.

Follow up with the Purchase team to ensure timely procurement of raw materials.

Maintain vendor communication, documentation, and follow-ups as instructed by MD.

Prepare comparative sheets, summaries, and vendor performance reports.

4. Finance & MIS Support

Assist the MD in reviewing financial summaries, payment approvals, and expense sheets.

Coordinate with Accounts & Finance teams for daily/weekly dashboards.

Maintain confidentiality while handling invoices, budget reports, and financial documents.

Help prepare financial presentations, cost sheets, and analysis reports when required.

5. Meeting & Documentation Support

Prepare agendas, presentations, MOMs, and follow-up trackers for internal meetings.

Maintain action logs and ensure departments close tasks within deadlines.

Assist in project documentation, approvals, and report structuring.

6. Communication Hub

Screen and prioritize emails, calls, and messages for the MD.

Coordinate communication between MD and staff, clients, vendors, and partners.

Draft official correspondence, letters, circulars, and announcements.

7. Travel, Logistics & Office Administration

Manage MD’s travel plans, bookings, itineraries, and reimbursements.

Handle office coordination tasks such as files, documentation, records, and physical/electronic organization.

8. Confidentiality & Professionalism

Manage sensitive financial, operational, HR, and business information with complete discretion.

Maintain decorum and professionalism while interacting with senior leaders and external stakeholders.

Required Skills & Qualifications :

Proven experience as an Executive Assistant or similar role supporting senior leadership.

Strong understanding of production, purchase, and finance workflows (preferred).

Excellent written and verbal communication skills.

Strong time management, organization, and multitasking abilities.

Proficiency in MS Office (Excel, Word, PowerPoint), Google Workspace & digital calendars.

Ability to work independently, maintain confidentiality, and manage high-pressure situations.

Preferred Qualifications :

Btech - Mechanical. MBA preffered

MBA or advanced certification in operations/administration is a plus.

Experience in manufacturing, furniture industry, or production-led environments is highly preferred.

Skills in MIS reporting, cost analysis, and project coordination.

Personal Attributes :

Proactive, solution-oriented, and able to anticipate the MD’s needs.

Strong interpersonal skills; able to coordinate across multiple departments.

Calm, mature, and composed under pressure.

Detail-oriented with strong follow-up discipline.

High integrity, discretion, and trustworthiness.