Executive Assistant

Roles and Responsibilities :

1. Calendar & Meeting Management

• Manage HOD's calendar, appointments, meetings, and priorities.
• Schedule internal and external meetings and ensure timely communication.
• Prepare meeting agendas, presentations, and supporting documents.
• Record Minutes of Meeting (MoM) and maintain an Action Tracker with owners and timelines.
• Follow up on pending actions and highlight delays/escalations to the HOD.

2. MIS & Performance Tracking

• Prepare and consolidate periodic MIS, dashboards and reports for the HOD.
• Track department KPIs, targets, achievements and action plans.
• Collect data from relevant stakeholders and ensure accuracy and timely submission.
• Prepare management presentations and review decks.
• Maintain a monthly HOD Review Dashboard.

3. Follow-up & Execution Support

• Track key initiatives and projects assigned to the department.
• Coordinate with HOD's direct reports and cross-functional stakeholders.
• Follow up on commitments made during meetings and reviews.
• Maintain a Priority / Action / Escalation Tracker.
• Proactively remind stakeholders about critical deadlines.

4. Communication & Correspondence

• Draft routine emails, notes, letters, presentations and internal communications on behalf of the HOD.
• Manage correspondence and ensure timely responses.
• Maintain confidentiality of sensitive business and employee information.
• Coordinate communication between the HOD and internal/external stakeholders.

5. Documentation & Records

• Maintain organised records of reports, presentations, meeting minutes and important correspondence.
• Ensure easy retrieval of critical documents.
• Maintain department SOPs, trackers and review records.
• Support audit and compliance-related documentation wherever required.

6. Business & Department Coordination

• Coordinate with HR, Finance, Procurement, Operations, Sales, Quality, IT and other functions as required.
• Support preparation for management reviews, customer meetings, audits and leadership meetings.
• Assist the HOD in monitoring department priorities and key deliverables.
• Support special projects and assignments entrusted by the HOD.

7. Travel & Event Coordination

• Coordinate travel arrangements, accommodation, meetings and itineraries for the HOD.
• Support planning of conferences, workshops, customer/leadership visits and departmental events.

8. Confidentiality & Professional Conduct

• Handle confidential information with a high degree of discretion.
• Maintain professional communication with senior leaders and stakeholders.
• Demonstrate maturity, ownership and sound judgement while representing the HOD's office.

Job Requirements :

• 2-3 years of experience as an Executive Assistant or similar role.
• Excellent business acumen and ability to understand company goals.
• Proficiency in fixing appointments, managing calendars using MOM software (e.g. Outlook).
• Strong with collaboration & Interpersonal Skill