Executive Assistant to Managing Director

Job Description: Executive Assistant to Management

Job Title: Executive Assistant to Management
Department: Management / Administration
Job Location: Kolkata, West Bengal
Employment Type: Full-Time, On-Site
Salary: ₹25,000–₹30,000 per month (Negotiable based on experience and suitability)
Experience: 1–3 years preferred
Qualification: Graduate in any discipline
Working Days: As per company policy
Working Hours: As per company policy
Joining: Immediate joiners or candidates with a short notice period preferred

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1. Job Summary

We are looking for a highly organised, proactive, and trustworthy Executive Assistant to provide administrative, operational, and coordination support to senior management. The ideal candidate should possess excellent communication skills, strong follow-up capabilities, professional etiquette, and the ability to handle confidential information responsibly.

The candidate must be comfortable coordinating with internal departments, external stakeholders, clients, vendors, and other professional contacts while ensuring the smooth execution of management's daily activities and priorities.

2. Key Responsibilities

A. Executive and Administrative Support

• Assist senior management with daily administrative and operational requirements.
• Manage appointments, meetings, schedules, and calendars.
• Organise meetings, prepare agendas, and ensure timely follow-ups on action points.
• Draft emails, letters, reports, presentations, and official communications.
• Maintain records, documents, files, and important business information.
• Handle incoming and outgoing communications professionally.

B. Coordination and Follow-Ups

• Coordinate with different departments to obtain updates on ongoing tasks and projects.
• Follow up with team members to ensure timely completion of assigned responsibilities.
• Communicate management's instructions and decisions to relevant personnel.
• Track pending tasks, deadlines, meetings, and commitments.
• Liaise with clients, vendors, business associates, and other external stakeholders when required.
• Prepare regular status updates and report pending matters to management.

C. Meetings, Travel, and Scheduling

• Coordinate business meetings, appointments, and official engagements.
• Arrange travel bookings, transportation, accommodation, and itineraries when required.
• Maintain records of travel plans, meeting schedules, and related expenses.
• Accompany management to meetings or official visits when necessary.

D. Documentation and Reporting

• Prepare Excel sheets, trackers, presentations, and management reports.
• Maintain organised digital and physical filing systems.
• Record meeting minutes and circulate action points to concerned personnel.
• Assist in collecting, compiling, and verifying operational data.
• Ensure important documents and reports are updated and readily accessible.

E. Confidentiality and Professional Conduct

• Maintain strict confidentiality regarding management discussions, company information, employee matters, and business decisions.
• Exercise discretion while handling sensitive documents and communications.
• Demonstrate professional behaviour, punctuality, integrity, and accountability.
• Ensure that confidential information is shared only with authorised individuals.

F. Additional Responsibilities

• Assist management with special assignments, projects, and business-related tasks.
• Coordinate with departments such as HR, Accounts, Administration, Operations, Sales, and Marketing as required.
• Handle urgent assignments and changing priorities efficiently.
• Perform official errands and other management-related responsibilities when required.

3. Required Qualifications and Skills

• Graduate in any discipline; candidates with backgrounds in Business Administration or Management will be preferred.
• 1–3 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or in a similar administrative coordination role.
• Excellent verbal and written communication skills in English and Hindi; Bengali will be an added advantage.
• Good working knowledge of MS Office, particularly MS Excel, Word, PowerPoint, and Outlook or similar email and calendar tools.
• Strong organisational, multitasking, and time-management skills.
• Ability to prioritise tasks and meet deadlines.
• Professional email-writing and documentation skills.
• Good interpersonal skills and the ability to coordinate with people at different organisational levels.
• Strong problem-solving abilities and attention to detail.
• Willingness to travel locally or accompany management for official meetings, if required.

4. Candidate Profile

The ideal candidate should be:

• Trustworthy, disciplined, and professionally presentable.
• Proactive, observant, and capable of anticipating management's requirements.
• Comfortable working in a fast-paced and dynamic environment.
• Capable of handling multiple assignments without compromising accuracy.
• Flexible regarding work priorities and urgent business requirements.
• Responsible in handling confidential information.
• Willing to take ownership of assigned tasks and provide timely updates.
• A quick learner with a positive, solution-oriented attitude.

5. Preferred Qualifications

• Prior experience supporting a Director, Founder, CEO, or senior management executive.
• Experience in a corporate office, educational organisation, fitness industry, or service-based company.
• Familiarity with task-management tools, Google Workspace, CRM software, and digital documentation systems.
• A valid driving licence and knowledge of local routes may be advantageous if official travel or driving is part of the role.

6. Performance Expectations

The candidate will be expected to:

• Ensure timely follow-up and closure of management-assigned tasks.
• Maintain accurate schedules, records, and reports.
• Facilitate smooth communication between management and departments.
• Demonstrate reliability, punctuality, and professional conduct.
• Protect confidential company information.
• Provide timely updates on completed, pending, and delayed assignments.

7. Compensation and Benefits

• Monthly salary: ₹25,000–₹30,000, negotiable based on relevant experience and skills.
• Salary revision and other benefits, if applicable, as per company policy.
• Professional exposure to senior management and cross-functional business operations.
• Opportunities to develop executive coordination, administrative, and management skills.

Note: Candidates with strong communication skills, excellent coordination abilities, professional etiquette, and a high degree of confidentiality are encouraged to apply.

Work Location: In person

SHARE YOUR CV AT 6292334684

Pay: ₹25,000.00 - ₹30,000.00 per month

Benefits:

• Flexible schedule

Work Location: In person