EXECUTIVE ASSISTANT

Modesigns; Gurgaon; On-site; INR 600,000 - 800,000; Full time

Job summary

A notable design firm in Gurgaon is seeking an experienced Executive Assistant to support the Managing Director. The role involves managing schedules, facilitating communication across departments, and handling various operational tasks. Candidates should have 3–10 years of experience in a similar role, strong communication skills, and proficiency in MS Office. This pivotal position ensures the MD can focus on business growth while maintaining smooth operations within the organization.

Qualifications

• 3–10 years of experience as EA/Executive Coordinator/Secretary to MD/CEO.
• Experienced in handling fast-paced & multi-tasking environments.
• Exposure to senior leadership-level communication preferred.

Responsibilities

• Manage MD’s calendar, meetings, calls, and travel plans.
• Draft professional emails, business letters, reports, and proposals.
• Track tasks assigned by MD to various departments.
• Assist MD in daily operational reviews and priority issues.
• Manage end-to-end logistics for MD: travel, hotels, cars.

Skills

Excellent communication (written + verbal English proficiency)

Strong follow-up discipline

High-level proficiency in MS Word, Excel, PowerPoint

Strong analytical and organizational skills

Job description

1. Responsibilities

• Manage MD’s calendar, meetings, calls, and travel plans with complete accuracy.
• Prepare agendas, minutes of meetings, action trackers, and follow-up reports.
• Ensure all important deadlines, reminders, and commitments are highlighted to MD.
• Handle confidential papers, files, approvals, and sensitive communication.

2. Communication & Coordination

• Act as the single point of communication between MD and all departments.
• Draft professional emails, business letters, reports, proposals, and presentations.
• Coordinate with Sales, CRM, Operations, Design, Accounts, HR and Vendors.
• Maintain smooth, timely, and structured information flow to/from MD’s office.

3. Follow-up & Task Management

• Track all tasks assigned by MD to various departments.
• Maintain a strong follow-up tracker ensuring timely closures.
• Escalate delays, deviations, or pending work to MD.
• Coordinate inter-department operations on MD’s behalf.

4. Operations Support & Reporting

• Assist MD in daily operational reviews, escalations, and priority issues.
• Collect department-wise updates and convert them into concise summaries.
• Support in preparing dashboards, performance trackers, MIS reports.
• Coordinate with premium clients for meetings, project updates, and visits.
• Handle VIP clients with professionalism and ensure their queries are addressed.
• Collaborate with vendors, external partners, agencies and government officers.

6. Documentation & Compliance

• Prepare official documents – MoUs, contracts, notices, letters, agreements.
• Maintain structured digital and physical documentation.
• Track renewal dates for contracts, compliances, and licenses.

7. Travel & Event Management

• Manage end-to-end logistics for MD: travel, hotels, cars, itineraries.
• Coordinate internal meetings, conferences, and business events.
• Arrange visitor schedules and meeting setups.

8. Special Projects & Confidential Assignments

• Work on confidential business assignments directly with MD.
• Conduct basic research, create business notes and project briefs.
• Handle high-priority initiatives requiring speed and accuracy.

KEY REQUIREMENTS

Experience

• 3–10 years of experience as EA/Executive Coordinator/Secretary to MD/CEO.
• Experienced in handling fast-paced & multi-tasking environments.
• Exposure to senior leadership-level communication preferred.

Skills

• Excellent communication (written + verbal English proficiency).
• Strong follow-up discipline, coordination, and task management.
• High-level proficiency in MS Word, Excel, PowerPoint & Email drafting.
• Ability to draft professional documents independently.
• Strong analytical and organizational skills.

Personal Attributes

• Highly disciplined, punctual, and trustworthy.
• Professional, polite, and presentable personality.
• High integrity with ability to handle confidential information.
• Calm under pressure, fast learner, solution-oriented.
• Strong ownership mindset and ability to work independently.

WHY THIS ROLE IS IMPORTANT

The EA ensures the Managing Director can focus on strategic business growth while ensuring smooth execution across all departments, making this one of the most crucial roles in the organization.