: Executive Assistant to Managing Director

Company: Jet India / White Westinghouse

Department: Management / Administration / Operations

Experience: 3–6 years

Industry Preference: Technical, Engineering, Manufacturing, Electronics etc.

Job Summary

We are looking for a proactive, organised, and tech-savvy Executive Assistant to the Managing Director who can coordinate across departments, manage executive priorities, monitor business activities, and ensure timely execution of tasks.

The ideal candidate should have experience using ERP systems, AI tools such as ChatGPT, calendar and email management, accounts coordination, sales and marketing follow-ups, inventory monitoring, and team management.

The candidate must be comfortable working in a technical or manufacturing-oriented business environment and taking ownership of tasks from initiation to completion.

Key Responsibilities

1. Executive Assistance & Calendar Management

· Manage the MD's calendar, appointments, meetings, reminders, and travel schedules.

· Handle official emails, draft professional correspondence, and track significant communications.

· Prepare meeting agendas, minutes of meetings, action points, and follow-up reports.

· Maintain confidentiality and prioritise management tasks effectively.

2. ERP & Business Operations

· Coordinate with the ERP team for system updates, reports, process improvements, and issue resolution.

· Monitor ERP activities related to sales orders, purchase orders, invoicing, inventory, dispatch, and delivery.

· Follow up with concerned departments to ensure accurate and timely data entry.

· Identify process gaps and support automation and workflow improvements.

3. Team Management & Department Coordination

· Coordinate with sales, marketing, accounts, purchase, production, inventory, service, and administration teams.

· Track daily, weekly, and monthly targets, pending tasks, and departmental deliverables.





· Ensure team members submit reports on time and close assigned action points.

· Escalate delays, operational issues, and unresolved matters to management.

4. Accounts & Financial Coordination

· Coordinate with the accounts team regarding petty cash, expenses, vendor payments, customer outstanding payments, invoices, and reconciliations.

· Track payment follow-ups, expense statements, and pending financial approvals.

· Coordinate for GST, TDS, salary payments, and other compliance-related documentation.

· Support preparation and review of financial and management reports. This role involves coordination and monitoring, not independent statutory sign-off

5. Sales & Business Development Support (Optional)

· Monitor sales reports, quotations, orders, leads, conversion status, and follow-up activities.

· Coordinate with the sales team on targets, customer enquiries, pending quotations, and order closures.

· Identify opportunities for improving sales processes and customer follow-ups.

· Track customer complaints and ensure timely coordination for resolution.

6. Marketing & Business Growth

· Work closely with the marketing team on Google Ads, Meta Ads, website activities, IndiaMART, CRM leads, and digital campaigns.

· Review campaign performance, lead generation, marketing expenses, and reporting.

· Suggest practical ideas for business growth, lead conversion, customer engagement, and brand visibility.

· Ensure marketing-generated leads are followed up by the sales team.

7. Inventory, Purchase & Production Coordination





· Monitor inventory reports and coordinate physical stock verification with ERP records.

· Follow up on purchase orders, material availability, production planning, and pending manufacturing orders.

· Coordinate packing, dispatch, delivery acknowledgements, and customer complaint status.

· Highlight stock discrepancies, material shortages, and delivery delays to the concerned team.

8. AI Tools, Reporting & Process Improvement

· Use ChatGPT and other AI productivity tools for drafting emails, preparing reports, analysing information, generating ideas, and improving workflows.

· Use Excel and ERP dashboards to prepare trackers, summaries, and management reports.

· Identify opportunities to reduce repetitive work through automation and standard operating procedures (SOPs).

· Maintain task trackers, reminder systems, and follow-up dashboards.

Required Skills & Qualifications

· Graduate in Business Administration, Commerce background- MANDATORY

· 3–6 years of relevant experience as an Executive Assistant, Management Assistant, Business Coordinator, or Operations Coordinator.

· Prior experience in a technical, engineering, manufacturing, electronics, or industrial equipment company is preferred.

· Working knowledge of ERP system.

· Practical experience with ChatGPT or other AI tools for professional work.

· Good knowledge of MS Excel, Word, PowerPoint, email management, and reporting.

· Strong follow-up, coordination, communication, and time-management skills.

· Ability to understand reports, track targets, manage priorities, and work with multiple departments.

· High levels of ownership, confidentiality, accountability, and problem-solving ability.

Pay: ₹300,000.00 - ₹380,000.00 per year

Benefits

- Paid time off
- Provident Fund

Application Question(s):
- Latest technology and software knowledge?

Experience:
- Accounting: 2 years (Required)

Work Location: In person

📌 Executive Assistant to Managing Director (Mahim)
🏢 Jet India
📍 Mahim