Job Description – Executive Assistant to Managing Director cum Purchase Executive

Position: Executive Assistant to Managing Director cum Purchase Executive
Department: Management / Procurement
Reporting To: Managing Director
Location: Faridabad, Haryana
Employment Type: Full-time

About the Role

We are looking for a highly proactive, intelligent and execution-oriented Executive Assistant to the Managing Director, with additional responsibility for Purchase and Procurement activities.

This is not a conventional Personal Assistant role. The candidate will work directly with the Managing Director and will be responsible for ensuring that important decisions, instructions, follow-ups and procurement activities are converted into action and completed on time.

The ideal candidate should be someone who can think ahead, identify pending matters, follow up relentlessly, coordinate across departments and suppliers, and keep the Managing Director informed without being repeatedly asked.

The person will have exposure to multiple functions including Purchase, Production, Stores, Sales, Accounts, HR, Vendors and Management, and will be expected to develop a robust understanding of the company's operations.

Key Responsibilities1. Executive Assistance to Managing Director

- Act as the primary coordination and follow-up point for the Managing Director.
- Maintain the MD's daily schedule, meetings, appointments, commitments and priorities.
- Maintain a structured MD Action Tracker containing decisions, pending tasks, responsible persons, deadlines and status.
- Follow up with concerned employees, departments, customers and suppliers to ensure commitments made to the MD are completed on time.
- Proactively remind the MD about important deadlines, meetings, pending decisions and critical issues.
- Prepare daily/weekly summaries of pending actions, important developments and matters requiring MD attention.
- Attend important meetings with the MD, record key decisions and convert discussions into actionable tasks.
- Follow up on meeting action points until closure.
- Coordinate between the MD and different departments to obtain information, reports and updates.
- Ensure that important matters do not remain pending due to lack of follow-up.
- Identify delays, bottlenecks and unresolved issues and bring them to the MD's attention.
- Prepare presentations, reports, MIS and information summaries as required.
- Handle confidential business information with a very high level of discretion.
- Manage correspondence, emails, documents and communication on behalf of the MD when required.

2. MD's Daily Business Coordination

The candidate will be expected to understand the MD's priorities and actively drive execution, rather than simply wait for instructions.

Responsibilities include:

- Checking the status of important ongoing matters every day.
- Following up with department heads and employees on commitments given to the MD.
- Tracking important customer, supplier and internal issues.
- Coordinating urgent requirements across departments.
- Escalating delays and critical issues to the MD.
- Preparing concise updates so the MD can quickly understand the situation and take decisions.
- Ensuring that decisions taken by the MD are communicated to the concerned person and followed through to completion.

3. Purchase & Procurement Management

Alongside the MD coordination role, the candidate will independently handle assigned procurement activities.

- Handle purchase requirements for raw materials, consumables, tooling, machine components, maintenance items,



office requirements and other company requirements.
- Obtain quotations from multiple suppliers.
- Prepare quotation comparison statements and recommendations.
- Negotiate prices, payment terms, delivery schedules and other commercial conditions.
- Identify new vendors and alternative sources.
- Issue Purchase Orders after obtaining necessary approvals.
- Follow up with suppliers for order confirmation, production status and delivery.
- Maintain a Pending Purchase Order Tracker.
- Coordinate with Stores, Production, Quality, Accounts and other departments regarding material requirements.
- Ensure critical materials are procured before they become production constraints.
- Follow up on delayed, short-supplied or rejected material.
- Coordinate replacement of rejected/defective material with suppliers.
- Monitor supplier performance in terms of price, quality and delivery.
- Maintain supplier databases, quotations, price history and purchase records.
- Look for opportunities to reduce purchase costs without compromising quality or delivery.
- Develop alternate suppliers for critical and high-value items to reduce dependency on a single source.

4. Purchase Cost Control

The candidate will be expected to develop a commercial mindset, rather than simply placing purchase orders.

Responsibilities include:

- Compare historical purchase prices with current quotations.
- Identify abnormal price increases and highlight them to the MD.
- Negotiate better rates wherever possible.
- Consolidate purchases wherever commercially beneficial.
- Explore alternate materials/vendors where appropriate.
- Maintain price history for important purchased items.
- Identify opportunities for cost reduction and improved payment terms.
- Ensure purchases are made within approved commercial limits.
- Avoid unnecessary emergency purchases caused by poor follow-up or planning.

5. Vendor Management

- Develop professional relationships with key suppliers.
- Maintain regular communication with important vendors.
- Track supplier commitments and delivery schedules.
- Escalate repeated delays or quality issues.
- Maintain a record of supplier performance.
- Identify and evaluate new vendors.
- Coordinate supplier meetings and discussions with the MD when required.
- Support the MD during commercial negotiations with important suppliers.

6. MIS & Reporting to MD

The candidate will maintain concise and updated reports such as:

- MD Pending Action Tracker
- Purchase Order Pending Tracker
- Critical Material Tracker
- Supplier Follow-up Tracker
- Purchase Price Comparison
- Important Vendor Issues
- Department-wise Pending Actions
- Meeting Action Tracker
- Other MIS required by the MD.

Reports should be accurate, updated and decision-oriented, allowing the MD to understand the situation quickly.

Key Performance Indicators (KPIs)

Performance will be evaluated on:

Executive Assistance

- Closure rate of MD action points.
- Timeliness of follow-ups.
- Accuracy and completeness of information provided to MD.
- Reduction in pending/overdue action items.
- Effectiveness of coordination between departments.

Procurement

- Purchase cost savings achieved.




- Timely availability of required materials.
- Reduction in emergency purchases.
- Supplier delivery performance.
- Supplier quality performance.
- Development of alternate suppliers.
- Improvement in payment and commercial terms.

Overall

The most important KPI is the ability to ensure that things assigned by the Managing Director actually get completed.

Candidate Profile

We are looking for someone who is:

- Highly proactive and self-driven.
- Extremely good at follow-up.
- Organized and systematic.
- Comfortable working directly with senior management.
- Comfortable asking people for updates and pushing for closure.
- Good at handling multiple priorities simultaneously.
- Strong in communication and coordination.
- Commercially aware and comfortable negotiating with suppliers.
- Good with numbers, Excel and data.
- Mature enough to handle confidential information.
- Willing to take ownership rather than simply wait for instructions.
- Able to work under pressure and handle urgent requirements.

The ideal candidate should think:“What is pending, who is responsible, when will it be completed and what can I do to get it closed?”

rather than:

“The MD hasn't asked me about it yet.”Required Skills

- Excellent written and verbal communication.
- Strong MS Excel skills.
- Good email and documentation skills.
- Vendor negotiation and coordination.
- Purchase and procurement knowledge.
- Strong follow-up and task management.
- Ability to prepare MIS and comparison statements.
- Good analytical and problem-solving ability.
- Knowledge of ERP systems such as Odoo, Tally or similar software will be an advantage.
- Good command of English and Hindi.

Educational Qualification

Graduate in any discipline.

Preference will be given to candidates with:

- B.Tech / Diploma in Mechanical Engineering
- B.Com / BBA / MBA
- Supply Chain / Procurement qualification

Experience

3–6 years of relevant experience preferred.

Candidates with experience in:

- Manufacturing
- Engineering
- Automotive
- Industrial products
- Procurement
- Vendor management
- Executive Assistant / Management coordination

will be preferred.

Important: Nature of the Role

This position involves direct interaction with the Managing Director and requires a high degree of ownership, maturity and confidentiality.

The candidate should be prepared to work across different areas of the business depending on the MD's priorities.

This is a high-responsibility position with significant exposure to business operations and management decision-making.

The right candidate can eventually grow into roles such as:

Executive Assistant to MD → Manager – Management Coordination / Procurement → Business Operations / Management Office

Salary

Competitive salary based on experience, capability and suitability for the role.

Performance-based increments and additional responsibilities may be offered to candidates demonstrating strong ownership and execution ability.

How to Apply

Candidates should apply with their updated CV highlighting their experience in Executive Assistance, Procurement, Vendor Management, Manufacturing or Management Coordination.

Job Types: Full-time, Permanent

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

Benefits:

- Cell phone reimbursement
- Commuter assistance
- Food provided
- Leave encashment
- Paid time off
- Provident Fund

Education:

- Bachelor's (Preferred)

Experience:

- total work: 10 years (Preferred)
- Sales: 10 years (Preferred)
- Management: 5 years (Preferred)

Work Location: In person

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