Job Role: Executive Assistant / Personal Assistant to Managing Director

- Coordinate and follow up on the Managing Director’s day-to-day official activities.
- Maintain records of important tasks, pending matters, commitments, and follow-ups.
- Coordinate with various departments on matters assigned by the MD.
- Communicate MD instructions to concerned employees and follow up until completion.
- Provide regular status updates to the MD.
- Arrange meetings, appointments, discussions, and official schedules.
- Maintain complete confidentiality of management-related information and discussions.

Key Responsibilities Managing Director – Work Coordination:

- Track important tasks, pending matters, commitments, and follow-ups.
- Coordinate with departments regarding MD-assigned activities.
- Ensure timely completion of assigned tasks.
- Follow up with responsible persons and report progress to the MD.
- Coordinate meetings, appointments, discussions, and official schedules.
- Maintain confidentiality of all management information.

Vendor Follow-Up

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

Email Management





- Monitor and verify the MD’s official emails regularly.
- Identify important, urgent, and routine emails.
- Forward emails to the appropriate department or 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.

Email Drafting & Correspondence

- Prepare professional email drafts on behalf of the MD.
- Draft replies to vendors, customers, consultants, business associates, and internal departments.
- Prepare follow-up, clarification, reminder, enquiry, and other business emails.
- Review emails for grammar, clarity, accuracy, and professionalism.
- Maintain the appropriate tone and confidentiality in official correspondence.

Documentation & Reporting

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

Inter-Department Coordination

- Coordinate with:
- HR

- Purchase

- Accounts

- Production

- Stores

- Sales

- Maintenance

- Other departments
- Obtain required information from departments and present it to the MD concisely.
- Follow up on pending actions and ensure timely closure.
- Escalate critical or delayed matters to the MD.

📌 Secretary / Executive Assistant (Chennai)
🏢 JobTrade
📍 Chennai