Executive Assistant

Key Responsibilities

• Collaborate with multiple departments including Operations, Business Development, Production, Procurement, Finance, and HR to ensure smooth business functioning.
• Monitor outstanding tasks, upcoming deadlines, and commitments; ensure timely completion through following up with department heads.
• Prepare daily activity lists and provide frequent progress reports to the Director, escalating any delays or operational issues that need higher management's attention.

• Organize meeting preparations such as agendas, presentations, and minutes. Maintain a tracker to follow up on action points.
• Keep thorough and organized digital records of significant business discussions, decisions, and ongoing follow-ups.
• Compose formal communications including emails, letters, and internal memos, managing confidential company documents with discretion.

• Coordinate with project teams about upcoming events, site operations, deadlines, and deliverables.
• Track critical project milestones, vendor agreements, and necessary approvals, bridging communication gaps between departments to direct issues to the proper decision-makers.
• Provide support for client meetings, site visits, business events, and company functions.

• Handle sensitive information professionally and maintain confidentiality.
• Maintain payment, approval, renewal trackers, and other essential management follow-ups.
• Assist with special projects, business research, and other assignments as directed by management.
• Document important commitments made by the Director and ensure follow-through.

Required Qualifications & Skills

• Graduate degree in Business Administration, Management, Commerce, or a related field.
• 2 to 3 years of experience working as an Executive Assistant, Personal Assistant, or Management Coordinator.
• Excellent English and Hindi communication skills, both written and spoken.
• Proficient in Microsoft Excel, Word, PowerPoint, Outlook, and Google Workspace applications.
• Strong organizational capabilities with effective coordination and follow-up skills.
• Ability to prioritize multiple tasks and work efficiently under strict deadlines.
• Close attention to detail, sound problem-solving skills, and professional demeanor.
• High level of integrity in managing confidential business information.
• Flexibility to collaborate with teams beyond regular office hours when necessary.