EA to Director

Job Description – Executive Assistant to Executive Director

Position: Executive Assistant [Age - 24-34].
Department: Office of the Executive Director
Location: Vadodara
Reporting To: Executive Director

1. Position Summary

The Executive Assistant will provide high-level administrative, operational, and strategic support to the Executive Director. The role requires exceptional communication skills, strong follow-up discipline, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

2. Key Responsibilities

A. Executive Support

• Manage the Executive Director’s daily schedule, appointments, meetings, and travel plans.
• Act as the primary point of contact between the Executive Director and internal/external stakeholders.
• Handle phone calls, emails, and official correspondence on behalf of the Executive Director.
• Maintain confidentiality in handling sensitive business information.

B. Coordination & Follow-Up

• Coordinate with all departments (Sales, Production, Quality, Purchase, Admin, Accounts, HR, Logistics) for timely updates.
• Ensure all key tasks, decisions, and commitments assigned by the Executive Director are followed up and closed within deadlines.
• Prepare and maintain tracking sheets, dashboards, and action lists.

C. Documentation & Communication

• Draft emails, letters, presentations, meeting minutes, and reports with high accuracy.
• Assist in preparing business proposals, pricing drafts, comparative charts, and client communications.
• Ensure all documentation is organised, updated, and accessible.

D. Meetings & Reporting

• Prepare agendas, presentations, and supporting documents for meetings.
• Attend internal and external meetings with the Executive Director whenever required.
• Record and circulate MoMs and follow-up action points.

E. Operational Support

• Assist in vendor/client coordination when instructed.
• Support the Executive Director in personal administrative tasks related to work (e.g., travel bookings, reminders, scheduling).
• Handle confidential files, agreements, and business documents.

3. Skills & Competencies Required

• Excellent written & verbal communication skills.
• Strong follow-up and task closure ability.
• High proficiency in MS Office (Excel, Word, PowerPoint).
• Multi-tasking ability with strong time management.
• Professional behaviour, maturity, and integrity.
• Ability to handle pressure and maintain confidentiality.
• Smart, presentable, and well-organised.

4. Preferred Qualifications

• Graduate / Postgraduate in any discipline.
• 2–5 years of experience in an executive assistant or admin coordination role.
• Experience in manufacturing, automotive, or corporate environments is preferable.

Job Types: Full-time, Permanent

Pay: ₹40,000.00 - ₹65,000.00 per month

Work Location: In person