Location: Ahmedabad, Gujarat

Work Mode: Full-time, Work from Office

Reporting To: Managing Director

Experience: 3–6 years

Education: Graduate in any discipline

1. Role Summary

The Executive Assistant (EA) will act as the Managing Director’s key coordination and execution partner across two businesses. The role involves managing tasks, tracking deadlines, coordinating with teams and external stakeholders, handling calls, conducting research using internet and AI tools, and ensuring that the MD’s instructions are implemented accurately and on time. This role requires a highly organised, proactive, trustworthy, and detail-oriented individual with excellent follow-up skills, solid communication abilities, and the ability to manage multiple priorities independently.
1. Key Responsibilities

A. Task Management and Follow-Up Maintain and regularly update a comprehensive task tracker covering business and assigned personal tasks.

Record instructions received through meetings, calls, WhatsApp, emails, and discussions.

Coordinate with employees, vendors, clients, and external stakeholders to ensure timely completion of assigned tasks.

Monitor deadlines, identify delays, and escalate critical issues to the MD.

Prepare a concise daily update covering completed tasks, pending items, priorities, and key concerns.

B. Communication and Calendar Management

Handle incoming calls, prioritise requests, and arrange callbacks or meetings as required.

Make professional outgoing calls to clients, government officials, vendors, and employees on behalf of the MD.

Manage the MD’s calendar, meetings, appointments, and travel schedules.

Prepare meeting agendas, background notes, minutes of meetings, and action-item lists.

Ensure meeting decisions are documented and followed through to completion.

C. Research and AI-Based Support

Convert the MD’s ideas and instructions into structured research and execution plans.

Conduct internet-based research on government departments, schemes, policies, vendors, products, and procurement opportunities.

Research coworking trends, competitor pricing, business opportunities, partnerships, and marketing strategies for SSPACIA.

Use AI tools such as ChatGPT, Perplexity, or similar platforms for research, summarisation, drafting, and analysis.

Prepare concise research briefs, comparison tables, presentations, proposals, SOPs,



and professional correspondence to support decision-making.

D. Coordination Across Businesses

Coordinate with sales, operations, accounts, administration, and other teams across both businesses.

Communicate the MD’s instructions clearly and monitor their implementation.

Act as a central coordination point for pending tasks, approvals, documents, and deadlines.

Coordinate with office support staff for document collection, courier services, bank visits, and other administrative requirements.

E. Documentation, Reporting, and Systems

Maintain organised digital and physical records of contracts, proposals, government documents, vendor information, and business correspondence.

Create and maintain trackers in Microsoft Excel or Google Sheets for tasks, follow-ups, leads, payments, and other activities.

Prepare basic reports, presentations, and review documents for management meetings.

Support the implementation and effective use of task management systems, CRMs, spreadsheets, and other business tools.

Ensure accuracy, timely updates, and proper documentation of all assigned activities.

F. Personal Assistance

Coordinate appointments, travel bookings, family events, and home-related arrangements as assigned by the MD.

Handle personal and professional information with the highest level of confidentiality and discretion.

1. Candidate Profile

Education and Experience Graduate in any discipline; preference for candidates with a background in administration, commerce, management, or secretarial studies.

3–6 years of relevant experience as an Executive Assistant, Personal Assistant, Secretary, or Office Coordinator supporting a senior executive, MD, Director, or business owner.

A stable employment history and demonstrated ability to handle responsibilities independently.

Essential Skills

Strong follow-up skills: Ability to track every assigned task, monitor deadlines, and ensure closure without repeated reminders from the MD.

Communication:



Excellent spoken Hindi and English; Gujarati proficiency will be an advantage.

Written communication: Ability to draft professional emails, letters, reports, and WhatsApp messages.

Technology: Working knowledge of MS Office or Google Workspace, including Excel/Sheets, Word/Docs, and PowerPoint/Slides.

Research: Strong internet research, information verification, comparison, and summarisation skills.

AI tools: Willingness to learn and use AI tools effectively for research, drafting, and productivity.

Coordination: Confidence in communicating with senior officials, vendors, clients, and internal teams.

Preferred Experience

Exposure to government projects, government procurement, or GeM.

Experience in real estate, coworking spaces, construction, trading, or business administration.

Familiarity with task trackers, CRM systems, and management reporting.

1. Behavioural Expectations

Highly reliable, disciplined, organised, and detail-oriented. Demonstrates integrity, professionalism, and respect for confidentiality.

Proactive in identifying pending work, potential delays, and practical solutions.

Calm and mature under pressure, with the ability to manage multiple priorities.

Respectful yet assertive when following up with senior employees and external stakeholders.

Willing to handle both strategic assignments and routine administrative coordination.

Comfortable with occasional urgent assignments and schedule changes when required.

1. Other Requirements

Full time, work-from-office position in Ahmedabad; not suitable for part-time or work-from-home arrangements. Professional appearance, conduct, and interpersonal skills.

Preference for candidates settled in Ahmedabad with a stable personal and professional situation.

1. Performance Expectation

The candidate will be expected to: Maintain an accurate and updated task tracker.

Ensure timely follow-up and closure of assigned tasks.

Provide clear and timely updates to the MD.

Deliver accurate research, reports, and documentation.

Maintain confidentiality and professional standards across both businesses.

Note: Responsibilities may evolve based on business requirements and the MD’s priorities.

Pay: ₹25,000.00 - ₹45,000.00 per month

Benefits

- Cell phone reimbursement
- Flexible schedule
- Leave encashment
- Paid time off

Work Location: In person

📌 Executive Assistant to Managing Director (Ahmedabad)
🏢 Shree Shyam Construction
📍 Ahmedabad