Executive Assistant to Director

Key Responsibilities:

1. Schedule & Calendar Management

• Maintain and manage the Director’s daily schedule, including meetings, appointments, travel plans, and follow-ups.
• Send timely meeting reminders and ensure all necessary documents and materials are prepared in advance.
• Coordinate with internal departments and external stakeholders to schedule and confirm appointments.
• Anticipate potential scheduling conflicts and proactively manage changes.

2. Meeting Coordination & Documentation

• Organize and coordinate internal and external meetings, client interactions, and review sessions.
• Prepare meeting agendas, share relevant briefing notes, and ensure timely circulation of materials.
• Attend meetings with the Director (as required) and record Minutes of Meeting (MoM) accurately and professionally.
• Follow up with respective teams on action items decided in meetings and track progress till completion.

3. Daily Activity Tracking & Task Management

• Maintain a day-to-day tracker of the Director’s activities, pending tasks, and commitments.
• Ensure deadlines are met for reports, client responses, and project updates.
• Keep the Director informed of important developments, pending approvals, and project escalations.
• Coordinate with department heads (Technical, Sales, Purchase, Accounts, HR, etc.) to compile status updates and present them in structured summaries.

4. Communication & Correspondence

• Draft, review, and manage emails, letters, and official communications on behalf of the Director.
• Handle confidential and sensitive information with discretion.
• Liaise with clients, vendors, and government departments as instructed.
• Serve as the communication bridge between the Director and internal/external stakeholders.

5. Reporting & Documentation

• Maintain organized records of correspondence, meeting notes, and project-related files.
• Prepare daily, weekly, and monthly status reports for the Director’s review.
• Track progress on business initiatives, proposals, and follow-ups with concerned departments.
• Assist in preparing presentations, reports, and proposals as required by the Director.

6. Travel & Event Management

• Plan and coordinate business travel, hotel bookings, and logistics for the Director.
• Prepare travel itineraries and ensure necessary arrangements for client meetings or events.
• Assist in organizing internal company events, client meetings, and reviews.

Job Types: Full-time, Permanent

Pay: ₹25,000.00 - ₹30,000.00 per month

Work Location: In person