Job Description Executive Assistant (Director's Office)

Position: Executive Assistant
Department: MDO
Employment Type: Full-Time
Working Days: 6 Days a Week (Monday - Saturday)
Location: Salt Lake, Sector V, Kolkata

Key Responsibilities

- Serve as the right hand to the Director for all internal and external coordination.
- Manage the Director's day-to-day schedule, calendar, meetings, task lists, reminders, and communications.
- Coordinate with all departments (Sales, Marketing, Operations, HR, Admin, Finance, etc.) on behalf of the Director to ensure timely execution of priorities.
- Track all delegated tasks, conduct regular follow-ups, and maintain status dashboards to ensure accountability and timely completion.
- Handle both professional and personal coordination tasks as assigned by the Director.
- Prepare presentations, reports, SOPs, meeting notes, business documents, and Excel trackers.
- Organize meetings, prepare agendas, record Minutes of Meeting (MoM), and ensure action items are completed within timelines.
- Conduct research on vendors, suppliers, products, services, and other business requirements whenever required.
- Act as the single point of contact for selected internal stakeholders and external vendors to streamline communication.
- Coordinate travel plans, appointments, and other logistical arrangements for the Director.
- Oversee and manage office runners or junior support staff assigned to the Director's office.
- Maintain complete confidentiality while handling sensitive business information and company documents.
- Identify process improvement opportunities and assist in implementing operational efficiencies.
- Perform any additional responsibilities assigned by the Director based on business requirements.

Desired Skills & Competencies





- Exceptional organizational and time management skills.
- Strong ownership mindset with excellent follow-up and execution abilities.
- Outstanding verbal and written communication skills in English.
- Excellent interpersonal and stakeholder management skills.
- High attention to detail and ability to multitask effectively.
- Strong analytical and problem-solving capabilities.
- Professional, mature, and highly dependable.
- Ability to work independently with minimal supervision.
- High level of integrity and discretion while handling confidential information.

Candidate Profile

- Bachelor's degree in any discipline.
- 26 years of experience as an Executive Assistant, Executive Secretary, Personal Assistant, Secretary to Director/MD/CEO, or Senior Coordinator.
- Prior experience supporting senior leadership will be highly preferred.
- Should be proactive, resourceful, and capable of handling multiple responsibilities simultaneously.
- Naturally assertive yet courteous, with the confidence to coordinate effectively across all levels of the organization.
- Comfortable managing diverse responsibilities ranging from scheduling and documentation to vendor coordination and administrative support.
- Demonstrates long-term career commitment, stability, and loyalty, with a consistent employment history.
- Must be comfortable working in a dynamic, high-pressure, and fast-paced setting.

Working Conditions

- Full-time employment.
- Six days working (MondaySaturday).
- Candidates must be flexible and comfortable working during early morning and late evening/night hours whenever business requirements demand.
- Availability beyond standard office hours may be required for critical meetings, urgent assignments, travel coordination, or business priorities.

📌 Executive Assistant (Kolkata)
🏢 Vivre Panels
📍 Kolkata