Job Description – Executive Assistant (EA) to Managing Director

Company :Reckon Diagnostics Pvt. Ltd.

Job Title : Executive Assistant (EA) to Managing Director

Reporting To : Managing Director (MD)

Location :Vadodara, Gujarat

Employment Type: Full-Time

Experience: 3 - 5 Years (Preferably in Manufacturing, Medical Devices, Pharmaceuticals, Healthcare, or IVD Industry)

Qualification

- Bachelor's Degree in Business Administration, Commerce, Management, Life Sciences or Engineering
- MBA will be an added advantage

Job Summary :

Reckon Diagnostics Pvt. Ltd. is seeking a highly organized, proactive, and trustworthy Executive Assistant to support the Managing Director in managing day-to-day business operations, strategic initiatives, and executive administration. The ideal candidate will act as a bridge between the MD and various departments, ensuring timely execution of business priorities while maintaining complete confidentiality.

Key Responsibilities:

Executive Support

- Manage the MD's calendar, appointments, meetings, and travel schedules.
- Prioritize appointments and coordinate internal and external meetings.
- Screen calls, emails, visitors, and correspondence on behalf of the MD.
- Draft professional emails, letters, presentations, and reports.

Business Coordination

- Coordinate with Production, QA/QC, R&D;, Regulatory Affairs, Sales & Marketing, Export, Purchase, Finance, Stores, and HR departments.
- Follow up on action points assigned by the MD.
- Track progress of strategic projects and report status.
- Ensure timely completion of management directives.

Meeting Management

- Prepare meeting agendas.
- Record Minutes of Meetings (MOM).
- Maintain action trackers.




- Follow up with department heads for closure of pending actions.

MIS & Reporting

- Prepare daily, weekly, and monthly MIS reports.
- Consolidate business reports from different departments.
- Develop dashboards using Excel and PowerPoint.
- Present key business insights to the MD.

Communication & Liaison

- Serve as the primary point of contact between the MD and internal/external stakeholders.
- Coordinate with customers, vendors, consultants, government authorities, auditors, and business partners whenever required.
- Ensure smooth communication across departments.

Travel & Event Coordination

- Arrange domestic and international travel.
- Manage hotel bookings, itineraries, visas (if applicable), and expense documentation.
- Coordinate board meetings, distributor meetings, annual sales conferences, and management reviews.

Documentation & Compliance

- Maintain confidential business records and important documents.
- Organize digital and physical filing systems.
- Support preparation for ISO, GMP, management review meetings, and regulatory audits whenever required.

Strategic & Special Projects

- Conduct market and competitor research.
- Assist the MD in preparing business proposals and strategic presentations.




- Coordinate new business initiatives and special assignments.

Required Skills:

- Excellent verbal and written English communication
- Robust interpersonal and stakeholder management skills
- Advanced MS Excel (Pivot Table, VLOOKUP, XLOOKUP, Charts)
- MS PowerPoint and Word proficiency
- Excellent presentation preparation skills
- Calendar and meeting management
- Strong follow-up and execution skills
- High attention to detail
- Time management and multitasking
- Analytical thinking and problem-solving
- Ability to work under pressure and meet deadlines
- High level of integrity and confidentiality

Preferred Industry Experience :

Candidates from the following industries will be preferred:

- In Vitro Diagnostics (IVD)
- Medical Devices
- Pharmaceuticals
- Healthcare
- Biotechnology
- Manufacturing

Key Competencies:

- Leadership Support
- Business Coordination
- Project Management
- Communication Skills
- Data Analysis
- Confidentiality
- Decision Support
- Organizational Skills
- Professionalism
- Ownership & Accountability

Key Performance Indicators (KPIs)

- Timely completion of MD action items
- Meeting Action Closure Rate
- Accuracy and timeliness of MIS reports
- Calendar and meeting management efficiency
- Department coordination effectiveness
- Presentation quality
- Follow-up compliance
- Executive communication quality
- Confidential document management
- Support in achieving organizational goals

Compensation

- Best in the Industry
- Performance-based annual increment
- Opportunity to work closely with senior leadership
- Career growth into Business Operations / Chief of Staff / Strategy roles

📌 Executive Assistant To Managing Director (Vadodara)
🏢 Reckon Diagnostics
📍 Vadodara