KEY RESPONSIBILITIES

1. MANAGING DIRECTOR – WORK COORDINATION

- Coordinate and follow up on the Managing Director's day-to-day official activities.
- Maintain a list of important tasks, pending matters, commitments, and follow-ups.
- Coordinate with various departments on matters assigned by the MD.
- Ensure that instructions given by the MD are communicated to the concerned persons and followed up until completion.
- Provide regular updates to the MD regarding the status of important activities.
- Arrange and coordinate meetings, appointments, discussions, and official schedules as required.
- Maintain confidentiality of all management-related information and discussions.

2. VENDOR FOLLOW-UP

- Coordinate with vendors and suppliers regarding quotations, orders, deliveries, payments, pending issues, and other business matters.
- Follow up regularly with vendors and obtain required information within the expected timelines.
- Escalate delays, discrepancies, and critical issues to the MD.
- Maintain proper records of vendor communications and pending follow-ups.
- Coordinate with Purchase, Accounts, Stores, Production, and other departments whenever required.

3. EMAIL MANAGEMENT

- Monitor and verify the Managing Director's official emails regularly.
- Identify important, urgent, and routine emails.
- Forward emails to the appropriate department/person for necessary action.
- Follow up on emails requiring responses or action.
- Ensure important emails are not missed or delayed.
- Maintain proper email communication and filing records.

4. EMAIL DRAFTING & CORRESPONDENCE

- Prepare professional email drafts on behalf of the Managing Director.
- Draft replies to vendors, customers, consultants,



business associates, and internal departments.
- Prepare follow-up emails, clarification emails, reminder emails, enquiry emails, and other business correspondence.
- Review emails for grammar, clarity, accuracy, and professionalism before sending.
- Maintain appropriate tone and confidentiality in all official correspondence.

5. DOCUMENTATION & REPORTING

- Prepare daily/weekly pending-task reports and follow-up status reports as required.
- Maintain records of quotations, vendor communications, approvals, correspondence, and important documents.
- Prepare summaries and brief reports for the MD whenever required.
- Ensure important documents and communications are properly organized and easily retrievable.

6. INTER-DEPARTMENT COORDINATION

- Coordinate with HR, Purchase, Accounts, Production, Stores, Sales, Maintenance, and other departments on matters assigned by the MD.
- Obtain required information from departments and present it to the MD in a concise manner.
- Follow up on pending actions and ensure timely closure.

REQUIRED SKILLS & COMPETENCIES

- Excellent verbal and written communication skills.
- Strong email drafting and business correspondence skills.
- Good knowledge of MS Office – Word, Excel, PowerPoint, and Outlook/Gmail.
- Strong follow-up and coordination skills.




- Good analytical and quotation comparison skills.
- Excellent organizational and time-management abilities.
- Ability to prioritize urgent and important tasks.
- Strong attention to detail.
- Professional attitude and presentable personality.
- Ability to communicate effectively with vendors, senior management, and employees.
- Ability to handle confidential information with complete discretion.
- Proactive approach with a solid sense of ownership and responsibility.
- Ability to work under pressure and manage multiple assignments simultaneously.

PREFERRED EXPERIENCE

Candidates with experience as:

- Executive Assistant to MD / Director
- Personal Assistant / Executive Secretary
- Management Coordinator
- Senior Administration Executive
- Executive Coordinator

will be preferred.

Experience in a manufacturing / engineering / industrial organization will be an added advantage.

KEY PERFORMANCE INDICATORS (KPIS)

- Timely completion of MD-assigned tasks.
- Effective vendor follow-up and closure of pending matters.
- Accuracy in quotation verification and comparison.
- Timely response and management of important emails.
- Quality and professionalism of email drafts.
- Proper maintenance of records and documentation.
- Effective coordination between MD and various departments.
- Timely escalation of critical and delayed matters.

PERSONAL ATTRIBUTES

The ideal candidate should be mature, trustworthy, disciplined, highly responsible, proactive, well-organized, and capable of working independently while maintaining complete confidentiality in all matters related to the Managing Director and the organization.

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📌 Secretary / Executive Assistant (Chennai)
🏢 Pradeep Stainless India
📍 Chennai