Executive Assistant

Executive Assistant to the Managing Director (EA to MD)

Company: Freewill Sports Pvt. Ltd. (NIVIA Sports)
Location: Leather Complex, Jalandhar, Punjab
Department: MDs Office / Executive Management
Experience: 5+ Years
CTC: 5–6 LPA
Reporting To: Managing Director

1. Job Purpose

To provide high-level executive and administrative support to the Managing Director by ensuring seamless coordination of daily operations, effective communication, timely follow-ups, and efficient execution of strategic priorities. The role requires exceptional organizational skills, discretion, business acumen, and the ability to manage multiple priorities in a fast-paced corporate environment.

2. Key Responsibilities

A. Executive & Administrative Support

• Manage the MD’s calendar, appointments, meetings, travel arrangements, and daily schedule.
• Prioritize commitments, coordinate meetings, and ensure optimal utilization of the MD’s time.
• Prepare meeting agendas, presentations, reports, minutes of meetings (MoM), and briefing notes.
• Handle confidential documents, correspondence, and sensitive business information with utmost discretion.

B. Business Coordination & Follow-ups

• Coordinate with departmental heads, senior management, and internal stakeholders on behalf of the MD.
• Track action points, deadlines, and commitments arising from management meetings.
• Follow up with concerned departments to ensure timely completion of assigned tasks.
• Maintain an action tracker and provide periodic updates on pending, ongoing, and completed assignments.

C. MIS, Reporting & Documentation

• Prepare and consolidate management reports, dashboards, business updates, and presentations.
• Collect, verify, and organize information from different departments for management review.
• Maintain records of key decisions, important communications, and strategic initiatives.
• Support data-driven decision-making through accurate and timely reporting.

D. Communication & Stakeholder Management

• Act as a professional point of contact between the MD and internal or external stakeholders.
• Draft emails, official communications, business letters, and management-level correspondence.
• Coordinate with customers, vendors, business associates, and other stakeholders as required.
• Ensure clear communication and timely closure of important matters.

E. Strategic & Special Assignments

• Assist the MD in tracking business priorities, special projects, and strategic initiatives.
• Conduct preliminary research, gather information, and prepare briefs for important discussions.
• Support interdepartmental coordination, process improvement, and execution of management decisions.
• Handle ad hoc assignments and urgent business requirements with speed and accuracy.

3. Required Qualifications & Experience

• Graduate in Business Administration, Management, Commerce, or a related discipline; MBA will be an advantage.
• Minimum 5 years of relevant experience as an Executive Assistant, Personal Assistant to CXO/MD, or in a similar senior executive support role.
• Experience in a manufacturing, sports goods, FMCG, trading, or other corporate environment will be preferred.
• Proven experience in senior-level coordination, management reporting, and confidential information handling.

4. Essential Skills & Competencies

• Excellent written and verbal communication skills.
• Strong proficiency in MS Excel, PowerPoint, Word, Outlook, and calendar management tools.
• Strong follow-up, prioritization, planning, and time-management skills.
• Ability to prepare professional presentations, MIS reports, and meeting summaries.
• High level of integrity, confidentiality, professionalism, and attention to detail.
• Proactive approach, sound judgment, problem-solving ability, and ownership of deliverables.
• Ability to work under pressure, manage competing priorities, and meet strict deadlines.

5. Key Performance Indicators (KPIs)

• Accuracy and effectiveness of the MD’s calendar and meeting management.
• Timely completion and closure of action points assigned by the MD.
• Accuracy and timeliness of MIS reports, presentations, and meeting documentation.
• Effectiveness of coordination across departments and external stakeholders.
• Responsiveness to urgent assignments and adherence to deadlines.
• Confidentiality, reliability, and overall effectiveness of executive support.

6. Ideal Candidate Profile

The ideal candidate will be highly organized, discreet, proactive, and business-oriented, with the ability to anticipate the MD’s requirements, independently manage follow-ups, and ensure that critical decisions translate into timely action. The candidate must demonstrate maturity, professional conduct, and the confidence to interact with senior leadership and diverse stakeholders.

Application: Interested candidates may share their updated CV at [email protected]