Executive Assistant (EA) to the Managing Director

Shakti Vardhak Hybrid Seeds Pvt. Ltd.; Hisar; On-site; INR 450,000 - 650,000; Full time

Benefits offered by this job

Direct exposure to top management

Long-term career growth

Dynamic work environment

Learning opportunities

Job summary

Shakti Vardhak Hybrid Seeds Pvt. Ltd. in Hisar invites an experienced Executive Assistant to support the Managing Director.

The role demands exceptional organization, proactive coordination, and professional communication to ensure smooth day-to-day operations. You will manage calendars, oversee travel, prepare meetings and MIS reports, coordinate across departments, and maintain confidential records. The position offers proximity to leadership, long-term growth, and frequent field visits to our

Qualifications

• 2–5 years of experience as an Executive Assistant, Coordinator, or similar client-facing role.
• Fluency in Hindi and Haryanvi for field interactions.
• Strong spoken and written English communication.
• Advanced Excel knowledge, including formulas and functions.
• Proficiency in Google Sheets, Forms, Gmail/Outlook, and PowerPoint.
• Valid driving licence (Two-Wheeler & Four-Wheeler).
• High integrity, confidentiality, and professionalism.

Responsibilities

• Calendar & Meeting Management: manage MD's daily calendar, schedule meetings, and prepare agendas.
• Communication & Relationship Management: interact with owners, partners, vendors, and senior stakeholders; handle professional correspondence.
• Travel Management: arrange travel itineraries including flights, trains, hotels, and local transport.
• Meeting Documentation & Follow-Up: record MOM and track action items with close follow-up.
• Email & Documentation Management: draft emails/reports and maintain confidential records.
• Reporting & Data Management: prepare MIS reports, trackers, and dashboards using Excel/Sheets.
• Internal Coordination: communicate MD's instructions across departments and monitor progress.
• Visitor & Hospitality Management: welcome visitors and coordinate visits and logistics.
• Confidentiality & Compliance: handle sensitive information discreetly and adhere to policies.

Tools

Excel

Google Sheets

Gmail/Outlook

WhatsApp Business

PowerPoint

SAP

AI drafting tools (ChatGPT/Claude)

Job description

Executive Assistant (EA) to the Managing Director

We are looking for a proactive, trustworthy, and highly organized Executive Assistant (EA) to support the Managing Director. The role requires strong coordination skills, professional communication abilities, and a commitment to ensuring smooth execution of business activities.

Job Description

Key Responsibilities

• Calendar & Meeting Management
• Manage the MD's daily calendar and appointments.
• Schedule meetings and send timely reminders.
• Prepare meeting agendas and briefing notes before meetings.
• Ensure effective time management and prioritisation of commitments.
• Communication & Relationship Management
• Communicate with company owners, business partners, vendors, and senior stakeholders on behalf of the MD.
• Handle professional correspondence through emails, calls, and WhatsApp.
• Follow up on discussions and ensure timely responses.
• Travel Management
• Accompany the MD to R&D farms, factories, field visits, and outstation meetings.
• Arrange travel itineraries, including flights, trains, hotels, and local transportation.
• Plan daily travel schedules and logistics efficiently.
• Meeting Documentation & Follow-Up
• Record minutes of meetings and key discussions.
• Share Minutes of Meeting (MOM) with action points on the same day.
• Track action items and ensure closure through regular follow-ups.
• Email & Documentation Management
• Draft professional emails, letters, reports, and business communications.
• Organize and maintain confidential records, files, and documents.
• Ensure proper document management and accessibility.
• Reporting & Data Management
• Prepare and maintain MIS reports, trackers, and dashboards.
• Update and analyze data using Excel and Google Sheets.
• Prepare presentations and management summaries in PowerPoint.
• Internal Coordination
• Communicate MD's instructions to department heads and staff.
• Monitor progress of assigned tasks and provide regular updates.
• Coordinate across departments to ensure timely execution of decisions.
• Visitor & Hospitality Management
• Welcome visitors, clients, and guests.
• Coordinate factory visits, farm inspections, and meetings.
• Arrange hospitality and necessary logistics.
• Confidentiality & Compliance
• Handle confidential business, pricing, strategic, and employee-related information with complete discretion.
• Adhere to company policies and confidentiality agreements.

Eligibility & Requirements

Must Have

• 2-5 years of experience as an Executive Assistant, Coordinator, or in a client-facing role.
• Fluency in Hindi and Haryanvi for effective interaction with labour, supervisors, and field teams.
• Strong spoken and written English communication skills.
• Advanced Excel knowledge, including:
• Formulas & Functions
• Proficiency in:
• Google Sheets & Forms
• Gmail / Outlook
• WhatsApp Business
• Microsoft PowerPoint
• Valid driving licence (Two-Wheeler & Four-Wheeler).
• Strong organisational and follow-up skills.
• High level of integrity, confidentiality, and professionalism.

Good to Have

• Experience in Agriculture, Seed Industry, or Manufacturing Sector.
• Knowledge of SAP or any ERP software.
• Experience using AI tools such as ChatGPT or Claude for drafting and reporting.
• Previous experience supporting a Director, Owner, Promoter, or Senior Leadership Executive.

Working Conditions

• Based at the factory location in Ludas, Hisar.
• Candidate should reside nearby or be willing to relocate.
• Frequent travel to R&D farms, production units, and business meetings.
• Flexible working hours based on the Managing Director's schedule.
• Occasional weekend work and late-hour travel may be required.
• Ideal for candidates seeking a long-term career opportunity with leadership exposure and growth.

What We Offer

• Direct exposure to top management and strategic decision-making.
• Opportunity to work closely with the Managing Director.
• Dynamic work environment with extensive learning opportunities.
• Long-term career growth within the organisation.