Executive Assistant

Samaro Global Industries Pvt. Ltd; Mumbai; On-site; INR 900,000 - 1,200,000; Full time

Job summary

Samaro Global Industries Pvt. Ltd in Mumbai seeks an experienced Executive Assistant to the Director to provide comprehensive administrative and coordination support.

The role focuses on daily planning, calendar management, meeting coordination, documentation, and ensuring timely execution of tasks across internal departments and external partners. The candidate will handle confidential information with discretion, draft professional correspondence, and create presentations for management

Qualifications

• Graduate with 10+ years of experience as an Executive Assistant or similar role.
• Experience supporting a Director/CEO or senior management preferred.
• Strong MS Office skills and high level of confidentiality required.

Responsibilities

• Manage Director's calendar, meetings, and daily planning.
• Prepare meeting agendas, documents, and MoM notes.
• Coordinate communications with internal and external stakeholders.
• Prepare MIS, reports, and professional presentations.
• Coordinate travel arrangements and related logistics.
• Maintain confidential records and organized files.
• Follow up on actions and ensure timely execution.
• Provide executive support with a proactive, professional approach.

Skills

Calendar management

Meeting coordination

Communication

Documentation

MS Office Suite

Travel logistics

Stakeholder management

Independent work

Confidentiality

Multitasking

Education

Bachelor’s degree in Business Administration / Commerce / Management

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Google Workspace

Job description

Job Description - Executive Assistant to Director

Position: Executive Assistant to Director

Department: Management / Administration

Reporting To: Director

Location: Mumbai

Employment Type: Full-Time

Job Summary

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to the Director who will be responsible for providing comprehensive administrative, coordination, and executive support to the Director.
The ideal candidate should be capable of effectively managing the Director's daily planning, calendar, meetings, communication, documentation, follow-ups, and priorities. The candidate will act as a key coordination point between the Director and various internal departments, clients, vendors, and external stakeholders.
The role requires excellent communication skills, strong follow-up capabilities, good business understanding, proficiency in MS Office, and the ability to handle confidential information with complete discretion.

Key Roles & Responsibilities

1. Director's Planning & Calendar Management

• Manage and maintain the Director's daily, weekly, and monthly calendar.
• Plan and prioritize the Director's schedule based on business requirements and priorities.
• Schedule meetings, appointments, calls, reviews, and business discussions.
• Ensure the Director is adequately briefed before important meetings and appointments.
• Maintain a daily task and priority list for the Director.
• Provide timely reminders regarding meetings, commitments, deadlines, and important activities.
• Proactively identify scheduling conflicts and suggest appropriate solutions.

2. Meeting Coordination & Note Taking

• Coordinate internal and external meetings on behalf of the Director.
• Prepare meeting agendas, documents, reports, and presentations required for meetings.
• Attend meetings with the Director and take accurate and structured notes.
• Prepare Minutes of Meeting (MoM) highlighting key discussions, decisions, responsibilities, and deadlines.
• Maintain an Action Point Tracker and follow up with respective departments/persons until closure.
• Ensure important commitments and instructions given by the Director are properly documented and followed up.

3. Follow-Ups & Execution Tracking

• Follow up with HODs, managers, employees, clients, vendors, and other stakeholders regarding tasks assigned by the Director.
• Maintain weekly/monthly follow-up trackers.
• Monitor pending tasks and provide timely status updates to the Director.
• Escalate delays, bottlenecks, or critical issues to the Director.Ensure instructions communicated by the Director are executed within agreed timelines.
• Maintain a systematic record of pending, ongoing, and completed tasks.

4. Communication & Correspondence

• Manage and coordinate the Director's professional emails, calls, messages, and correspondence.
• Draft professional emails, letters, notices, and other official communications as required.
• Screen and prioritize incoming communications and bring important matters to the Director's attention.
• Coordinate communication between the Director and internal departments/external stakeholders.
• Maintain a professional and courteous approach while interacting with senior management, clients, vendors, and business associates.

5. MIS, Reports & Presentations

• Collect required information and data from various departments for the Director.
• Prepare daily, weekly, and monthly MIS reports as required.
• Prepare Excel trackers, dashboards, summaries, and management reports.
• Create and update professional PowerPoint presentations for management meetings and business reviews.
• Assist the Director in preparing business presentations, review decks, reports, and analysis.
• Ensure all reports and documents are accurate, updated, and professionally formatted.

6. MS Office & Computer Skills

• Should be well-versed with Microsoft Office Suite, particularly:
• MS Word documentation, formatting, letters, reports, etc.
• MS Excel data management, trackers, MIS, formulas, reporting, etc.
• MS PowerPoint presentations and business decks.
• MS Outlook email and calendar management.
• Should be comfortable using computers, internet applications, video conferencing platforms, cloud-based tools, and other office software.
• Should have good typing, documentation, file management, and data-handling skills.
• Familiarity with Google Workspace / Google Drive will be an added advantage.

7. Travel & Logistics Management

• Coordinate domestic and international travel arrangements for the Director, whenever required.
• Manage flight/train bookings, hotel reservations, transportation, and travel itineraries.
• Prepare detailed travel schedules and ensure all required arrangements are completed in advance.Assist with travel-related documentation and expense statements.

8. Documentation & Record Management

• Maintain organized physical and digital files related to the Director's office.
• Maintain confidential documents, reports, agreements, correspondence, and important records.
• Ensure proper naming, filing, storage, and retrieval of documents.
• Maintain important contact lists and business databases.
• Ensure sensitive information is handled with complete confidentiality.

9. Stakeholder & Department Coordination

• Act as a coordination bridge between the Director and various departments such as Sales, Accounts, HR, Operations, Production, Projects, and Management.
• Coordinate with internal and external stakeholders on matters assigned by the Director.
• Collect updates from departments and present consolidated information to the Director.
• Assist in coordinating management reviews, business meetings, events, and important visits.

10. Special Projects & Management Support

• Assist the Director with special assignments, projects, research, and business initiatives.
• Conduct basic research and collect relevant information whenever required.
• Prepare summaries, comparative statements, presentations, and reports for management review.
• Assist in organizing business events, conferences, management meetings, and client meetings.
• Handle additional responsibilities assigned by the Director from time to time.

Required Skills & Competencies

• Excellent verbal and written communication skills, particularly in English.
• Strong organizational and time-management skills.
• Excellent follow-up and coordination abilities.
• Strong attention to detail and accuracy.
• Good planning and prioritization skills.
• Ability to multitask and manage changing priorities.
• Strong proficiency in MS Word, MS Excel, MS PowerPoint, and MS Outlook.
• Good computer and internet knowledge.
• Ability to prepare professional reports, presentations, and documentation.
• Strong interpersonal and stakeholder-management skills.
• Professional personality and confident communication style.
• Ability to work independently with minimum supervision.
• Strong problem-solving and decision-making abilities.
• High level of confidentiality, integrity, and professionalism.
• Proactive approach with the ability to anticipate the Directors requirements.

Qualification & Experience

• Education: Graduate in any discipline; Bachelor's degree in Business Administration, Commerce, Management, or a related field will be preferred.
• Experience: 10+ years of experience as an Executive Assistant, Personal Assistant, Management Assistant, Secretary, or similar executive-support role.
• Experience working directly with a Director, MD, CEO, or senior management will be preferred.
• Candidates with strong MS Office, coordination, documentation, and follow-up skills will be given preference.

Ideal Candidate Profile

The ideal candidate should be proactive rather than purely reactive and should be capable of understanding the Director's priorities and ensuring that important tasks do not get missed.
The candidate should be someone who can effectively manage planning, coordination, documentation and follow-up nd closure, while maintaining professionalism and confidentiality at all times.

Key Attributes:

Organized | Proactive | Presentable | Professional | Trustworthy | Detail-Oriented | Strong Follow-Up | Good Communication | Tech-Savvy | Confidentiality | Ownership

Key Performance Indicators (KPIs)

• Effective management of the Director's calendar and daily priorities.
• Timely completion and circulation of meeting minutes.
• Effective tracking and closure of action points.
• Timely follow-up on tasks assigned by the Director.
• Accuracy and timely submission of MIS/reports.
• Quality and accuracy of presentations and documentation.
• Responsiveness and coordination with internal/external stakeholders.
• Proper maintenance of confidential records and information.