Job Description

Job Overview The Executive Assistant to the CMD will manage the CMDs calendar, meetings, and communication. Key responsibilities include data collection, MIS reporting, and presenting insights. The role requires strong organizational, analytical, and communication skills, with the ability to handle confidential information and manage tasks in a fast-paced environment. Job Title: Executive Assistant to CMD Location: Viman Nagar, Pune. Educational Qualification: Graduate from a Commerce or Science background (Degree holder). Preferred: Science background (B.Sc.) Completion of a recent course in Executive Assistance (e.g., IEAA Executive Assistant Training Courses, ICI Education, or similar). Shorthand typing course (if available). Experience: 3 to 5 years of experience as an Executive Assistant, Secretary, or in a similar role, with experience supporting senior-level executives. Experience in data collection, reporting, and analysis is preferred. Roles and Responsibilities 1. Executive Support Manage the CMD’s calendar, ensuring meetings, events, and travel are scheduled efficiently and conflict-free. Prioritize, screen, and respond to emails, phone calls, and correspondence on behalf of the CMD. Organize and prepare reports, presentations, and meeting agendas for the CMD’s review and distribution. Maintain and organize records and files related to the CMD’s activities for easy retrieval. 2. Data Management & Reporting Collect and analyze data from various departments to create and maintain comprehensive MIS reports. Conduct detailed data analysis, identifying trends and key performance indicators (KPIs) to support business decision-making. Design and generate reports that summarize data, making it easy for the CMD to understand complex information. Provide actionable insights based on data analysis and report findings to assist in strategic planning and operational improvements. 3. Project Management Coordinate and assist in the management of projects assigned by the CMD, ensuring timely delivery and meeting deadlines. Track project progress, compiling relevant reports, and ensuring all departments stay on track with objectives. Maintain open lines of communication between teams to facilitate smooth project execution. 4. Meeting Coordination Prepare and organize meetings, including materials, presentations, agendas, and follow-up documentation. Take meeting minutes, capturing key points, decisions, and action items. Follow up on action items, ensuring timely completion and accountability from the relevant teams. Ensure that all necessary meeting logistics are arranged in advance. 5. Communication & Liaison Act as a primary point of contact for both internal and external stakeholders, representing the CMD with professionalism. Coordinate with clients, vendors, and partners to manage requests and ensure smooth communication. Draft and send professional correspondence, reports, and other documents as required. 6. Personal Assistance Handle personal tasks for the CMD when necessary, maintaining discretion and confidentiality. Assist with day-to-day administrative support as needed. Key Result Areas (KRA) Efficient management of the CMD’s calendar and coordination of meetings and travel. Timely and accurate preparation of MIS reports and data analysis. Successful management and completion of projects assigned by the CMD. Clear and effective communication with internal and external stakeholders. High level of professionalism and discretion in handling confidential information. Key Performance Indicators (KPI) Percentage of meetings and appointments managed without scheduling conflicts. Timeliness and accuracy of reports, presentations, and meeting materials. Successful completion of projects within deadlines and according to the CMD’s objectives. Quality and clarity of data analysis, with actionable insights provided. Stakeholder satisfaction with communication, follow-up, and overall support provided. Technical Skills Advanced proficiency in MS Office (Excel, Word, PowerPoint) for report creation, presentations, and data management. Strong command of MS Outlook for scheduling and correspondence. Knowledge of ERP systems and experience in managing and analyzing data within those systems. Proficiency in data analysis tools (e.g., Excel formulas, Power BI, Tableau, etc.) for compiling and presenting insights. Experience with data visualization techniques and tools. Additional Requirements: Strong organizational skills , with the ability to prioritize and manage multiple tasks efficiently. Excellent attention to detail and a proactive approach to problem-solving. Ability to work under pressure, managing time-sensitive tasks and information. Discretion and ability to handle confidential and sensitive information. Typing speed of at least 50 words per minute . Willingness to adapt to new technologies and software as needed to support the CMD’s operations. Excellent communication skills , both written and verbal.