EA to MD Manufacturing Industries

People, Jobs, and News; Gurugram District; On-site; INR 2,500,000 - 4,000,000; Full time

Job summary

People, Jobs, and News is seeking an Executive Assistant to the Managing Director at its Gurugram head office. The role handles calendar and schedule management, travel planning, meeting coordination, and executive communications.

You will prepare meeting materials, generate MoMs, and ensure timely follow-up on actions. The position requires 10–12 years of experience in a senior administrative capacity, with strong confidentiality and business acumen.

Qualifications

• Professional qualifications: Grad/Post Grad.
• Age 35-38 years as stated.
• Experience 10-12 years in executive assistant/office management.

Responsibilities

• Manage MD's calendar, plan internal and external meetings.
• Coordinate international meetings with customers and vendors.
• Prepare MoMs, present action items, and ensure follow-ups.
• Oversee travel arrangements and meeting logistics.
• Draft and send communications on behalf of the MD.
• Provide comprehensive executive support and coordination.

Skills

Meeting management

Calendar management

Travel coordination

Executive support

Follow-up & MoM

Interpersonal skills

Documentation

Education

Graduate/Post Graduate

Tools

SAP experience

Job description

Position Title Executive Assistant to MD

Business/Vertical Corporate

Department/ Function MD office

Job Responsibility Level Middle Management

Designation/ Grade Manager

Location Head Office - Gurugram

Reporting To Managing Director

Direct Reportee's Individual Contributor

Span of Controls No Direct Span of Control

Behavioral Competencies Technical Competencies

Business Acumen Calendar & Schedule Management, SAP Experience

Confidentiality & Integrity Documentation & Record Management

Ownership & Accountability Travel & Meeting Management

Good Interpersonal & Communication Skills Basic Financial & Business Understanding

Prioritization & Time Management Meeting Coordination & Minutes of Meeting (MoM)

Professional Qualifications Grad/Post Grad

Age 35-38 yrs

Experiences 10-12 yrs

Preferred Industry Manufacturing

Business

Development

• Performance Review & Management Reporting
• Managing and coordinating all Weekly/ Monthly Performance Review (MPR) meetings with
• Department Heads
• Preparing Minutes of Meetings (MoM) and ensuring timely follow-up on action items with
• Tracking assigned tasks and updating management on progress and completion status.
• Maintaining all pending action points, follow-up items, and closure reports.
• Calendar & Meeting Management
• Managing the Managing Director's calendar, including planning and scheduling of internal and
• external meetings.
• Coordinating international meetings with customers, ensuring seamless arrangements and
• scheduling.
• Monitoring and tracking monthly utilization of MD's time across planned meetings, unplanned
• meetings, travel, and other activities.
• Executive Support & Coordination
• Providing comprehensive executive assistance to the Managing Director in planning business
• activities and strategic engagements.
• Preparing meeting materials, including one-page reports, discussion pointers, meeting
• agendas, and presentations.
• Organizing meeting venues, customer visits, business dinners, and related logistics.
• Communication & Correspondence Management
• Drafting, reviewing, and sending internal and external communications on behalf of the
• Managing Director.
• Acting as a liaison between the Managing Director and departmental heads for effective
• communication and execution of directives.
• Task Monitoring & Follow-Up
• Following up with functional heads on commitments, deadlines, and key deliverables.
• Maintaining trackers for all \"To-Do\" activities, action plans, and management follow-up points.
• Documentation, Data Management & Confidentiality
• Maintaining files, records, and databases in a systematic and organized manner.
• Ensuring complete confidentiality and security of sensitive information and management data.
• Managing and updating executive records and documentation for easy retrieval and reference.
• System Administration & Approvals
• Handling approvals and workflow management in the Director's SAP system.
• Ensuring timely processing of approvals and coordination with concerned stakeholders.
• Expense Management
• Managing the Managing Director's monthly expenses and maintaining expense records.
• Coordinating with the Accounts department for submission and processing of invoices,
• reimbursements, and related documentation.

Skills: meetings,travel,ea,follow-up,management,meeting agendas, and presentations,documentation,calendar management,mom,approvals