Executive Assistant

Location:
Umergam, Gujarat Employment Type: Full-Time Job Purpose To provide high-level administrative, secretarial and coordination support to senior management, ensuring effective calendar and meeting management, timely communication, follow-up on management decisions, accurate documentation, travel coordination and confidential handling of business information.

Key Responsibilities
1. Calendar & Meeting Management
• Manage the daily calendar, appointments, meetings and schedules.
• Coordinate internal and external meetings with department heads, clients, vendors and other stakeholders.
• Arrange meeting rooms, video conferences and required meeting materials.
• Prepare meeting agendas, record minutes of meetings (MoM), circulate action points and follow up until closure. 2. Communication & Secretarial Support
• Draft, review and circulate skilled emails, letters, presentations, reports and other official communications.
• Manage incoming calls, emails, visitors and correspondence as required.
• Maintain organized records, files, documents and confidential correspondence.
• Prepare reminders, daily schedules, summaries and management updates. 3. Departmental Coordination & Follow-up
• Coordinate with HR, Finance, Accounts, Sales, Production, Quality, Purchase, Administration and other departments.
• Follow up with department heads on assigned tasks, pending approvals, reports and deadlines.
• Collect and consolidate departmental updates and submit status reports.
• Communicate instructions to concerned departments and track progress to completion. 4. Travel & Expense Management
• Arrange air/train bookings, hotel reservations, local transportation and travel itineraries.
• Share travel schedules and ensure required arrangements are completed in advance.




• Maintain travel expense records and coordinate reimbursement claims with Accounts.
• Ensure travel arrangements follow approved budgets and company policies. 5. Reports, Presentations & Documentation
• Assist in preparing presentations, MIS reports, business review documents and management dashboards.
• Maintain action trackers, pending-task lists and records of key decisions.
• Ensure documents and reports are accurate, complete and submitted within timelines.
• Support special projects, audits, business meetings and management initiatives as assigned. 6. Office Administration & Stakeholder Coordination
• Coordinate with external consultants, customers, suppliers and business associates as required.
• Support visitor arrangements and other administrative requirements for management meetings.
• Ensure smooth coordination of management activities and escalate urgent issues promptly.
• Perform other reasonable duties assigned by the reporting manager. 7. Confidentiality & Professional Conduct
• Maintain strict confidentiality of business, financial, employee and strategic information.
• Handle sensitive documents and communications with discretion and professionalism.
• Ensure accurate, timely and reliable execution of all assigned responsibilities. Required Skills & Competencies
• Excellent written and verbal communication skills.
• Strong organization, planning, prioritization and time-management skills.




• Proficiency in MS Office, especially Excel, Word and PowerPoint; email and calendar tools.
• Good email drafting, report preparation and presentation skills.
• Strong coordination, follow-up, problem-solving and interpersonal abilities.
• Ability to manage multiple priorities and work under pressure.
• High integrity, discretion, attention to detail and a proactive approach. Educational Qualification
• Graduate in any discipline. MBA or a postgraduate qualification is an advantage. Experience
• 3–7 years of experience as an Executive Assistant, Personal Assistant, Management Assistant or in a similar role. Experience supporting a Director, CEO, Managing Director or senior leadership is preferred. Experience in a manufacturing or corporate environment is an added advantage. Key Performance Indicators (KPIs)
• Management calendar and meeting schedules maintained accurately, with timely reminders.
• Meeting agendas and minutes circulated within agreed timelines.
• At least 95% of assigned action points followed up within deadlines, subject to dependencies.
• Emails, correspondence, reports and presentations prepared accurately and on time.
• Travel and accommodation arrangements completed as approved and within budget.
• Departmental updates and pending-action reports collected and escalated on time.
• Records and documentation maintained in an organized and accessible manner.
• No unauthorized disclosure of confidential information.
• Positive feedback from management on coordination, responsiveness and reliability. Authority & Accountability
• Coordinate with departments and follow up on management instructions.
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• Schedule meetings and communicate approved decisions.

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