Role & responsibilities :

1. Calendar & Schedule Management

- Manage and maintain the Director's daily calendar, appointments, meetings, and commitments.
- Prioritize appointments and ensure effective utilization of the Director's time.
- Coordinate internal and external meetings and maintain an updated schedule.
- Provide timely reminders and briefing notes before important meetings.

2. Meeting & Follow-up Management

- Schedule and coordinate meetings with clients, vendors, business partners, employees, and other stakeholders.
- Prepare meeting agendas, presentations, documents, and required information.
- Record important discussions, decisions, and action points.
- Follow up with concerned team members to ensure timely completion of tasks assigned by the Director.
- Maintain a task tracker and provide regular status updates to the Director.

3. Communication & Correspondence

- Handle professional correspondence, emails, letters, and communications on behalf of the Director where required.
- Draft emails, letters, notices, meeting communications, and official documents.
- Coordinate communication between the Director and internal departments/external stakeholders.
- Maintain confidentiality of sensitive business and management information.

4. Business & Management Support

- Assist the Director in day-to-day business and administrative activities.
- Collect, organize, and present information required for management decisions.
- Conduct basic research and prepare reports, summaries, presentations, and business documents.
- Coordinate with various departments to obtain required information and updates.
- Monitor significant deadlines, commitments, and pending matters.

5. Travel & Event Coordination

- Manage domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
- Coordinate visa/invitation documentation and travel-related requirements.




- Assist in organizing exhibitions, conferences, client meetings, business events, and corporate visits.
- Coordinate client visits and ensure proper arrangements for visiting guests.

6. Client & Stakeholder Coordination

- Coordinate with key clients, suppliers, business associates, and other stakeholders on behalf of the Director.
- Assist in arranging client meetings and presentations.
- Ensure professional communication and timely follow-up on important matters.
- Support the Director during client visits, exhibitions, and business meetings.

7. Documentation & Record Management

- Maintain confidential files, records, agreements, reports, and management documents.
- Ensure proper filing and easy retrieval of important documents.
- Maintain trackers for key projects, payments, meetings, commitments, and follow-ups.
- Prepare presentations and management reports using Microsoft Office.

8. Administrative Coordination

- Coordinate with office administration and relevant departments for management requirements.
- Assist in organizing the Director's office and meeting-room requirements.
- Coordinate special assignments and priority tasks given by the Director.
- Ensure that key instructions from the Director are communicated to the concerned person and followed up until completion.

Technical Skills
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Outlook / Email Management
- Calendar & Meeting Management
- Document and Record Management
- Internet Research and Online Communication Tools

Qualification & Experience
- Bachelor's degree in any discipline.
- 3 to 6 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, Secretary, or similar role.
- Experience working directly with senior management/directors will be preferred.

Preferred candidate profile

- Experience in a manufacturing, engineering, pharmaceutical, packaging, or corporate environment will be preferred.

📌 Executive Assistant To Director (Ahmedabad)
🏢 Helios concrew
📍 Ahmedabad