Executive Assistant

Sonalika Tractors; New Delhi; On-site; INR 450,000 - 650,000; Full time

Job summary

Sonalika Tractors in Delhi seeks an Executive Assistant to provide comprehensive executive and administrative support. You will manage day-to-day coordination, calendars, communications, and documentation to ensure timely execution of tasks.

Responsibilities include handling emails and calls, coordinating with multiple departments, preparing agendas and reports, and maintaining confidential records. You will also assist with travel planning and meetings as needed.

Qualifications

• Experience providing executive and administrative support.
• Ability to manage calendars, meetings and schedules.
• Skilled in handling emails, calls and correspondence.

Responsibilities

• Provide day-to-day administrative and executive support.
• Manage the executive's calendar, meetings, appointments and schedules.
• Coordinate internal and external meetings and ensure timely communication to stakeholders.
• Maintain records of meetings, commitments, action points and follow-ups.
• Assist in preparing meeting agendas, presentations and reports.
• Handle routine emails, calls and correspondence on behalf of the executive.
• Coordinate with departments for timely completion of activities.
• Act as a coordination point between the executive and stakeholders.
• Follow up with teams on pending actions and provide status updates.
• Coordinate and track day-to-day tasks delegated by the executive.
• Escalate delays or critical issues to the executive.
• Ensure availability of documents and resources for meetings and official activities.
• Prepare official documents, records and reports; maintain confidentiality.
• Prepare MIS, trackers and status reports as required.

Skills

Executive support

Calendar management

Communication

Documentation

Job description

Job Purpose: To provide comprehensive executive and administrative support to the reporting executive by managing day-to-day coordination, communication, documentation, schedules, approvals, follow-ups and administrative activities, ensuring smooth and timely execution of tasks.

Primary Responsibilities:

A. Executive Support

• Provide day-to-day administrative and executive support to the reporting executive.
• Manage and coordinate the executive's calendar, meetings, appointments and schedules.
• Coordinate internal and external meetings and ensure timely communication to concerned stakeholders.
• Maintain a structured record of important meetings, commitments, action points and follow-ups.
• Assist in preparing meeting agendas, presentations, reports and other required documents.

B. Communication & Coordination

• Handle routine emails, calls and correspondence on behalf of the reporting executive wherever required.
• Coordinate with various departments and support functions for timely completion of assigned activities.
• Act as a coordination point between the executive and internal/external stakeholders.
• Follow up with concerned teams on pending actions and provide timely status updates.

C. Task Delegation & Follow-up

• Coordinate and track day-to-day tasks delegated by the reporting executive.
• Follow up with team members and support staff to ensure timely completion of assigned activities.
• Maintain a tracker of important assignments, deadlines and pending activities.
• Escalate delays or critical issues to the reporting executive.

D. Administrative Management

• Manage routine administrative activities related to the executive's office.
• Coordinate with support staff for smooth day-to-day functioning.
• Ensure availability of required documents, information and resources for meetings and official activities.
• Support arrangements for meetings, visits, events and other official requirements.

E. Documentation & MIS

• Prepare, maintain and organize official documents, records, correspondence and reports.
• Maintain confidentiality of sensitive business and management information.
• Prepare basic MIS, trackers and status reports as required.
• Maintain proper filing and retrieval of important documents.

F. Approvals & Correspondence

• Coordinate day-to-day approval-related activities and ensure documents are routed to the concerned authority.
• Track pending approvals and follow up with respective stakeholders.
• Ensure timely circulation of approved communications and documents.

G. Other Responsibilities

• Attend and coordinate official calls as required.
• Assist in travel planning, hotel/transport arrangements and itineraries, wherever required.
• Support the reporting executive during meetings and important organizational activities.
• Perform any other duties or assignments entrusted by the reporting executive from time to time.