: Executive Assistant to the Managing Director (EA to MD)

Department: Management / Administration

Designation: Executive Assistant to the Managing Director

Reporting To: Managing Director

Location: Jalandhar, Punjab

1. Job Purpose

To provide comprehensive executive, administrative, and coordination support to the Managing Director, ensuring effective time management, smooth communication, timely follow-up on key decisions, and efficient execution of management priorities.
1. Key Responsibilities

A. Executive & Administrative Support

- Manage the Managing Director’s calendar, appointments, meetings, and daily schedule.
- Coordinate internal and external meetings, interviews, and business appointments.
- Arrange travel bookings, hotel reservations, transportation, and travel itineraries.
- Handle phone calls, emails, correspondence, and confidential documents professionally.

B. Meeting Coordination & Follow-up

- Prepare meeting agendas, presentations, reports, and briefing notes.
- Record Minutes of Meetings (MoM) and circulate them to concerned departments.
- Track action points, deadlines, and pending tasks assigned by the Managing Director.
- Follow up with department heads to ensure timely completion of assigned activities.

C. Management Coordination

- Act as a communication link between the Managing Director and various departments, including HR, Finance, Production, Purchase, Sales, Marketing, and Operations.
- Collect and consolidate departmental updates, MIS reports, and business information.
- Highlight pending matters, delays, and critical issues requiring management attention.
- Coordinate with internal teams, customers, vendors,



and other business associates as required.

D. Reporting & Documentation

- Prepare and maintain management reports, presentations, trackers, and official correspondence.
- Maintain organized records of key documents, decisions, and management instructions.
- Assist in compiling business performance reports and reviewing departmental progress.
- Ensure proper documentation and timely submission of information.

E. Confidentiality & Professional Conduct

- Maintain strict confidentiality of business information, financial records, employee matters, and management decisions.
- Handle sensitive communications with discretion and professionalism.
- Prioritize tasks effectively and manage urgent assignments within defined timelines.

1. Educational Qualification

- Graduate in any discipline; MBA or a postgraduate qualification will be preferred.
- Candidates with formal training in executive assistance, business administration, or management coordination will have an advantage.

1. Experience

- 3–7 years of relevant experience as an Executive Assistant, Personal Assistant, Management Assistant, or in a similar role.
- Experience supporting a Managing Director, CEO, or senior business leader will be preferred.
- Experience in a manufacturing or corporate environment will be an added advantage.

1.



Required Skills & Competencies

- Excellent verbal and written communication skills.
- Strong organizational, planning, and time-management abilities.
- Proficiency in MS Office, particularly Excel, Word, and PowerPoint.
- Ability to prepare MIS reports, presentations, and Minutes of Meetings.
- Strong follow-up, coordination, and problem-solving skills.
- Qualified email drafting and business correspondence.
- Ability to handle confidential information responsibly.
- High attention to detail and the ability to manage multiple priorities.
- A proactive, disciplined, and result-oriented approach.

1. Key Performance Indicators (KPIs)

- Effective management of the Managing Director’s calendar and appointments.
- Timely preparation and circulation of meeting minutes.
- Percentage of management action points closed within deadlines.
- Timely collection and submission of departmental reports.
- Accuracy and quality of documentation and presentations.
- Effectiveness of interdepartmental coordination and follow-up.
- Professional handling of confidential information and urgent assignments.

1. Personal Attributes

- Trustworthy, mature, and professionally presentable.
- Proactive and capable of anticipating management requirements.
- Calm under pressure and capable of handling urgent assignments.
- Flexible regarding work priorities and business requirements.
- Strong ownership, accountability, and execution focus.

Pay: ₹40,000.00 - ₹50,000.00 per month

Benefits

- Cell phone reimbursement
- Paid sick time
- Provident Fund

Work Location: In person

📌 Executive Assistant to Managing Director (Jalandhar)
🏢 Bamantra Talent Solutions
📍 Jalandhar