JOB DESCRITION

JOB TITLE: Executive Assistant to Managing Director (EA to MD)

DEPARTMENT: Administration

REPORTS TO: Managing Director

WORKING HOURS: 9:00 AM to 6:00 PM

AGE: 25–35 Years

EXPERIENCE: 3+ Years

Position Overview

An Executive Assistant (EA) to the Managing Director provides comprehensive administrative and executive support to ensure the smooth functioning of the MD's office and enhance productivity. The EA is responsible for managing daily schedules, coordinating meetings, handling confidential information, and assisting the MD with day-to-day activities.

Qualifications & Skills

- Bachelor's degree in any discipline.
- 3–5 years of experience as an Executive Assistant, preferably assisting a Managing Director or senior management.
- Strong organizational skills to manage calendars, appointments, meetings, and daily schedules.
- Excellent verbal and written communication skills.
- Ability to maintain confidentiality and handle sensitive information.
- Robust problem-solving and decision-making abilities.
- Proficiency in MS Office, email, and other relevant software.
- Flexibility and adaptability to changing priorities.
- Professional attitude, integrity, and sound judgment.
- Ability to coordinate with internal departments and external stakeholders.

Candidate Preferences

- Local candidates from Dera Bassi, Zirakpur, Panchkula, and nearby areas will be preferred.
- Married candidates with children preferred.

Here are the key aspects of the EA to MD role:

- Administrative Support: To assist the Managing Director with day-to-day administrative responsibilities, including managing calendars, scheduling appointments, coordinating meetings, and setting reminders. The appointee shall be responsible for preparing reports, maintaining confidential records,



and ensuring that the Managing Director’s schedule is well-organized and efficiently optimized.
- Communication Management: To manage all communications on behalf of the Managing Director, ensuring effective, professional, and timely responses. The appointee shall be responsible for screening and managing calls, responding to emails, drafting and proofreading official correspondence, and assisting in the preparation of reports and presentations. The appointee shall also act as a liaison between the Managing Director and internal as well as external stakeholders.
- Meeting Coordination: To manage and coordinate meetings and conferences, preparing meeting agendas, collating necessary documents, ensuring participants are informed, and attending meetings to take minutes and follow up on action items.
- Travel Arrangements: To handle domestic and international travel arrangements including booking flights, accommodations, ground transportation, visas, and preparing itineraries, while proactively managing all arrangements and providing ongoing support throughout the trips.
- Confidentiality and Discretion: To handle sensitive and confidential information with utmost professionalism, maintaining strict confidentiality, exercising discretion in handling confidential matters, and upholding the highest level of integrity.
- Relationship Management: To build and maintain effective working relationships with internal and external stakeholders, professionally representing the Managing Director in interactions, liaising with team members or departments,



and facilitating effective communication.
- Time and Priority Management: Prioritizing tasks, managing time effectively, and identifying urgent matters to ensure deadlines are met and important issues receive the necessary attention.
- Fetching of Bills and Statements: Retrieve all statements and bills from the assigned email ID or other relevant sources, including telephone bills, electricity bills, Utility Bills, credit card payments, etc.
- Check for Discrepancies: Review all bills thoroughly for any discrepancies in charges. If discrepancies are identified, promptly email the concerned authority to request waiving off the incorrect charges.
- Payments: Ensure all bills are paid before the due date. Ensure to remind MD Sir at least 3 days prior to the due date.
- Data Updates: Update the data in Google Sheets and organize folders with payment slips for record-keeping.
- Expense Record Maintenance: Maintain a separate Excel sheet to log daily expenses incurred via credit cards or other payment modes, ensuring precise tracking and regular updates.
- Problem Solving and Decision Making: EA role involves being a proactive problem solver, identifying potential issues, and implementing suitable solutions to ensure smooth functioning.
- Miscellaneous Support: The appointee shall provide such additional assistance and perform any other duties as may be assigned by the Management from time to time, as and when required.

Note: The above duties and responsibilities may be changed, modified, or assigned additionally from time to time as per the requirements of the management.

Pay: ₹20,000.00 - ₹30,000.00 per month

Application Question(s):

- What is your current location and salary?
- Interested candidates may contact us at (phone hidden).

Work Location: In person

📌 EA to MD (Dera Bassi)
🏢 Sadashiv Group of Companies
📍 Dera Bassi