Executive Assistant (EA) to Managing Director (MD)PositionExecutive Assistant (EA) to the Managing Director

DepartmentManagement

Reports ToManaging Director (MD)

Job SummaryThe Executive Assistant is responsible for providing high-level administrative and operational support to the Managing Director. The role requires exceptional organizational skills, confidentiality, strong communication, and the ability to coordinate across departments to ensure smooth business operations.

- Key Responsibilities1. Executive Calendar ManagementManage the MD's daily schedule and appointments.
- Organize meetings, video calls, and business travel.
- Send reminders for important meetings and deadlines.
- Prioritize appointments based on business needs.
- 2. Communication ManagementHandle emails, phone calls, and WhatsApp communications on behalf of the MD.
- Draft professional emails, letters, and business documents.
- Coordinate with vendors, employees, and business partners.
- 3. Meeting CoordinationSchedule meetings with internal and external stakeholders.
- Prepare meeting agendas and supporting documents.
- Record meeting minutes and track action items.
- Follow up with departments to ensure timely completion.
- 4. Business ReportingCollect daily reports from all branches.
- Prepare Daily, Weekly, and Monthly MIS reports.
- Maintain dashboards for:
-

- Sales Performance
- Walk-ins
- Conversion %
- Expenses
- Staff Attendance
- Marketing Activities
- Customer Feedback
- 5. Follow-up & Task ManagementTrack tasks assigned by the MD.
- Follow up with Store Managers, HR, Marketing, Accounts, CRM, and Call Center teams.
- Ensure deadlines are met.
- Escalate pending tasks to the MD when necessary.
- 6. Documentation & Record KeepingMaintain confidential company records.
- Organize contracts, agreements, reports, and presentations.
- Keep digital files updated and well structured.
- 7. Coordination Between DepartmentsCoordinate communication between all branches and departments.




- Ensure information flows smoothly throughout the organization.
- Resolve coordination issues proactively.
- 8. Event & Travel ManagementArrange travel bookings and accommodation.
- Plan business events, exhibitions, and management meetings.
- Coordinate logistics for special events.
- 9. ConfidentialityHandle sensitive company information with complete confidentiality.
- Maintain professionalism and integrity at all times.
- 10. Special ProjectsSupport new business initiatives and expansion projects.
- Assist in opening new branches.
- Coordinate with consultants, vendors, and agencies when required.
- Required QualificationsBachelor's Degree (Any Discipline)
- 2-5 years of experience as an Executive Assistant, Personal Assistant, or Administrative Executive
- Excellent English communication (spoken and written)
- Robust organizational and time management skills
- Technical SkillsMicrosoft Excel
- Microsoft Word
- Microsoft PowerPoint
- Google Sheets
- Google Docs
- Google Calendar
- Gmail & Outlook
- Zoom / Google Meet / Microsoft Teams
- WhatsApp Business
- CRM Software
- Basic AI tools (ChatGPT, Gemini, etc.)
- Key CompetenciesExcellent communication skills
- Time management
- Problem-solving ability
- Strong follow-up skills
- Attention to detail
- Confidentiality
- Leadership support
- Decision-making support
- Multitasking
- Professional etiquette
- Performance KPIsCalendar accuracy and scheduling efficiency
- Task completion and follow-up rate
- Meeting coordination effectiveness
- Report submission accuracy
- Response time to communications
- Pending task resolution
- Documentation accuracy
- Internal stakeholder satisfaction
- Confidentiality compliance
- Preferred QualitiesPositive attitude
- Self-motivated
- Highly organized
- Proactive thinker
- Ability to work under pressure
- Strong ownership mindset
- High integrity
- Quick learner
- Excellent interpersonal skills

Working HoursAs per company policy, with flexibility based on business requirements.

SalaryBased on experience, skills, and qualifications.

📌 Exec (Visakhapatnam)
🏢 Sonaakshi Jewels World
📍 Visakhapatnam