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

- 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.
- Communication & Secretarial Support
- Draft, review and circulate professional 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- Robust 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.

- • Schedule meetings and communicate approved decisions.

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