EA To the director - Sales

Vasant Masala Pvt. Ltd.; Ahmedabad District; On-site; INR 550,000 - 800,000; Full time

Job summary

Vasant Masala Pvt. Ltd. is seeking an organized Executive Assistant to the Sales Director in Ahmedabad.

The role involves calendar management, meeting coordination, and ensuring the Sales Director is well prepared for engagements. You will handle MIS reporting, document preparation, and cross‑department communication. Key duties include travel planning, expense coordination, and maintaining confidential information with discretion.

Qualifications

• Excellent verbal and written communication skills.
• Strong coordination and follow-up abilities.
• Proficiency in preparing reports, emails, and presentations.
• Capable of managing confidential information with discretion.
• Able to organize multiple priorities and meet deadlines.

Responsibilities

• Manage and maintain the Sales Director's calendar and appointments.
• Coordinate internal and external meetings with stakeholders.
• Prepare MIS reports, dashboards, and presentations.
• Organize meeting notes, minutes, and action point follow-ups.
• Draft professional emails and business communications.
• Support Sales Director with travel,Expense coordination, and office tasks.
• Maintain confidentiality of sensitive sales data and communications.

Skills

Communication skills

Coordination

Organizational skills

Attention to detail

Email drafting

Tools

MS Excel

PowerPoint

Word

Job description

1.Calendar & Schedule Management

• Manage and maintain the Sales Directors daily calendar, appointments, meetings, and business commitments.
• Schedule internal and external meetings and ensure timely coordination with concerned stakeholders.
• Plan and coordinate travel arrangements, meetings, and business visits as required.
• Ensure the Sales Director is adequately prepared with relevant information before meetings.

2. Sales Coordination & Follow-up

• Coordinate with ZSMs, RSMs, Area Sales Managers, Sales Executives, and other sales team members on matters assigned by the Sales Director.
• Follow up on action points and commitments arising from sales meetings.
• Maintain a tracker for pending tasks, important follow-ups, and deadlines.
• Ensure timely updates are obtained from concerned team members and elevate delays to the Sales Director.

3. MIS & Sales Reports

• Collect, consolidate, and prepare sales-related MIS reports, dashboards, and presentations.
• Assist in preparing daily, weekly, monthly, and periodic sales performance reports.
• Track sales targets, achievements, secondary sales, outstanding issues, market performance, and other key sales parameters.
• Analyse sales data and highlight important trends, gaps, and exceptions for management review.
• Prepare presentations and management reports as required by the Sales Director.

4. Meeting Management

• Organize sales review meetings, prepare agendas, and coordinate with participants.
• Prepare meeting notes/minutes and circulate action points to concerned team members.
• Maintain a follow-up tracker for decisions and action items discussed during meetings.
• Ensure timely closure of assigned action points.

5. Communication & Correspondence

• Handle official correspondence, emails, letters, and communication on behalf of the Sales Director as authorized.
• Draft professional emails, presentations, reports, and other business communications.
• Maintain effective communication with internal departments, customers, distributors, business associates, and other stakeholders.
• Ensure confidentiality of sensitive business and management information.

6. Sales Director's Office Support

• Maintain organized records, documents, reports, presentations, and correspondence related to the Sales Director.
• Assist the Sales Director in preparing for business reviews, customer meetings, distributor meetings, and management presentations.
• Coordinate with Finance, HR, SCM, Production, Marketing, Dispatch, and other departments on matters related to sales requirements.
• Support the Sales Director in special projects and assignments.

7. Travel & Expense Coordination

• Coordinate domestic travel arrangements, accommodation, transportation, and meeting schedules.
• Maintain travel itineraries and provide necessary information to the Sales Director.
• Coordinate travel-related documentation and expense submissions as required.

8. Confidentiality & Professional Conduct

• Maintain strict confidentiality of sales figures, pricing, customer information, business strategies, management discussions, and other sensitive information.
• Handle confidential documents and communications with appropriate discretion.
• Demonstrate professionalism while interacting with senior management, employees, customers, and external stakeholders.

Key Skills & Competencies

• Excellent verbal and written communication skills.
• Strong coordination and follow-up skills.
• Excellent MS Excel, PowerPoint, and Word skills.
• Good analytical and reporting abilities.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities simultaneously.
• Professional email drafting and correspondence skills.
• Good interpersonal and relationship-management skills.
• High level of confidentiality and discretion.
• Proactive approach with strong attention to detail.
• Ability to work under pressure and meet deadlines.
• Good understanding of sales processes and business operations.