Position Title Executive Assistant to MD

Business/Vertical Corporate

Department/ Function MD office

Job Responsibility Level Middle Management

Designation/ Grade Manager

Location Head Office – Gurugram

Reporting To Managing Director

Direct Reportee’s Individual Contributor

Span of Controls No Direct Span of Control

Behavioral Competencies Technical Competencies

Business Acumen Calendar & Schedule Management, SAP Experience

Confidentiality & Integrity Documentation & Record Management

Ownership & Accountability Travel & Meeting Management

Good Interpersonal & Communication Skills Basic Financial & Business Understanding

Prioritization & Time Management Meeting Coordination & Minutes of Meeting (MoM)

Skilled Qualifications Grad/Post Grad

Age 35-38 yrs

Experiences 10-12 yrs

Preferred Industry Manufacturing

Business

Development

- Performance Review & Management Reporting
- Managing and coordinating all Weekly/ Monthly Performance Review (MPR) meetings with

Department Heads

- Preparing Minutes of Meetings (MoM) and ensuring timely follow-up on action items with respective department heads.
- Tracking assigned tasks and updating management on progress and completion status.
- Maintaining all pending action points, follow-up items, and closure reports.
- Calendar & Meeting Management
- Managing the Managing Director's calendar, including planning and scheduling of internal and external meetings.
- Coordinating international meetings with customers, ensuring seamless arrangements and scheduling.
- Monitoring and tracking monthly utilization of MD’s time across planned meetings, unplanned meetings, travel, and other activities.




- Executive Support & Coordination
- Providing comprehensive executive assistance to the Managing Director in planning business activities and strategic engagements.
- Preparing meeting materials, including one-page reports, discussion pointers, meeting agendas, and presentations.
- Organizing meeting venues, customer visits, business dinners, and related logistics.
- Communication & Correspondence Management
- Drafting, reviewing, and sending internal and external communications on behalf of the

Managing Director.

- Acting as a liaison between the Managing Director and departmental heads for effective communication and execution of directives.
- Task Monitoring & Follow-Up
- Following up with functional heads on commitments, deadlines, and key deliverables.
- Maintaining trackers for all "To-Do" activities, action plans, and management follow-up points.
- Documentation, Data Management & Confidentiality
- Maintaining files, records, and databases in a systematic and organized manner.
- Ensuring complete confidentiality and security of sensitive information and management data.
- Managing and updating executive records and documentation for easy retrieval and reference.
- System Administration & Approvals
- Handling approvals and workflow management in the Director's SAP system.
- Ensuring timely processing of approvals and coordination with concerned stakeholders.
- Expense Management
- Managing the Managing Director's monthly expenses and maintaining expense records.
- Coordinating with the Accounts department for submission and processing of invoices,

reimbursements, and related documentation.

📌 EA to MD Manufacturing Industries (Gurugram)
🏢 Headsup Corporation
📍 Gurugram