JOB DESCRIPTION EXECUTIVE ASSISTANT (EA)
Diamond Industry | B2B Business
Position: Executive Assistant to Director / Senior Management
Department: Management / Administration
Location: [Location]
Experience: 3 TO 7 Years
Industry Preference: Diamonds / Jewellery / Gems / Luxury Goods
Reporting To: Director / Managing Director
Job Purpose
We are looking for a highly organized, proactive, and professional Executive Assistant (EA) to support the Director/Senior Management in managing day-to-day business activities, meetings, communications, MIS, follow-ups, and coordination across departments.
The ideal candidate should have strong communication, coordination, confidentiality, time-management, and follow-up skills, with an understanding of the Diamond/Jewellery B2B business environment.
Key Responsibilities
1. Executive Support

- Manage the Director's daily calendar, appointments, meetings, and schedules.
- Coordinate internal and external meetings with clients, suppliers, business partners, and senior management.
- Prepare meeting agendas, presentations, reports, and supporting documents.
- Maintain a daily task list and follow up on important action points.
- Handle confidential business and management information with complete discretion.

2. B2B Diamond Business Coordination

- Coordinate with Sales, Merchandising, Production, Purchase, Accounts, Logistics, and Operations teams.
- Follow up on customer orders, quotations, inquiries, deliveries, and pending requirements.
- Maintain updates on important B2B clients and business opportunities.
- Coordinate with customers and internal teams to ensure timely closure of commitments.




- Track important business activities and provide regular updates to management.
3. MIS & Reporting

- Prepare Daily / Weekly / Monthly MIS reports for management.
- Maintain sales, order, collection, client, and business-performance trackers.
- Prepare management dashboards and presentations in MS Excel and PowerPoint.
- Analyze basic business data and highlight pending actions, deviations, and critical issues.
- Maintain records of management meetings and action items.

4. Meeting & Follow-Up Management

- Attend meetings with the Director and prepare Minutes of Meeting (MOM).
- Record decisions, responsibilities, and deadlines.
- Follow up with respective department heads until closure.
- Maintain an Action Tracker and provide regular status updates to management.

5. Client & Business Communication

- Draft skilled emails, letters, reports, and business communications.
- Coordinate with important clients, suppliers, consultants, and business associates on behalf of management.
- Handle communication professionally and ensure timely responses.
- Support management in client meetings and business discussions.

6. Documentation & Administration

- Maintain important management documents, agreements, reports, presentations, and correspondence.
- Ensure proper filing and retrieval of confidential documents.




- Coordinate with internal departments for required information and documents.
- Maintain important deadlines, renewals, meetings, and follow-ups.

Required Skills

- Excellent English communication written and verbal.
- Strong MS Excel, PowerPoint, Word, and Outlook skills.
- Good knowledge of MIS and reporting.
- Strong follow-up and coordination abilities.
- Excellent organizational and time-management skills.
- Ability to prioritize multiple tasks.
- Professional personality and business etiquette.
- Strong attention to detail.
- Ability to handle confidential information.

Diamond Industry Knowledge Preferred
Candidates with knowledge of any of the following will be preferred:

- Rough & Polished Diamonds
- Diamond Grading / 4Cs
- Diamond Jewellery
- B2B Diamond Sales
- Diamond Merchandising
- Customer Orders & Quotations
- Diamond Inventory
- Export / Import Documentation
- Jewellery Manufacturing Process
- Diamond Exhibitions & Trade Shows
- International B2B Clients
- Educational Qualification

Graduate / Postgraduate in any relevant discipline.
MBA / PGDM in Management, Marketing, International Business, or related fields will be an advantage.
Experience
3 to 7 years of experience as an Executive Assistant, Management Assistant, Executive Coordinator, or similar role.

Key Performance Indicators (KPIs)

- Timely completion of management tasks and follow-ups
- Accuracy and timeliness of MIS reports
- Meeting/calendar management efficiency
- Timely coordination with internal departments
- Client/business communication turnaround time
- Accuracy of documentation and reports
- Management satisfaction and responsiveness

📌 Executive Assistant (Mumbai)
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