Executive Assistant To Director

Ecotone Acoustic Limited; Gautam Buddha Nagar; On-site; INR 500,000 - 800,000; Full time

Job summary

Ecotone Acoustic Limited is seeking an highly organized Executive Assistant to support the Managing Director. This role goes beyond traditional secretarial tasks, requiring forward planning, cross-department coordination and diligent follow-ups to enable strategic decisions.

The successful candidate will handle calendar management, travel arrangements, correspondence, reports and presentations, while maintaining confidentiality and professionalism in interactions with senior leaders, customers

Qualifications

• Excellent follow-up skills
• Strong organizational abilities
• Outstanding communication skills (spoken and written English)
• Professional email drafting skills
• Ability to handle multiple tasks simultaneously
• Good internet research skills

Responsibilities

• Manage the MD's calendar, appointments and meetings.
• Prioritize and organize daily tasks and schedules.
• Coordinate domestic and international travel arrangements.
• Prepare meeting agendas and Minutes of Meeting (MoM).
• Draft professional emails, letters and presentations.
• Follow up with departments to ensure timely completion of tasks.
• Coordinate with customers, suppliers and logistics partners.
• Handle confidential information with discretion.

Tools

MS Excel

MS Word

PowerPoint

Job description

Job description:

We are looking for an exceptionally organized, proactive and dependable Executive Assistant to support the Managing Director. This is not a conventional secretarial role. We are looking for someone who can think ahead, coordinate across departments, ensure timely follow-ups and help the MD focus on strategic business decisions.

The ideal candidate should possess outstanding follow-up skills, excellent communication abilities and the confidence to coordinate with senior team members, customers, suppliers and international business associates.

Key Responsibilities

Executive Support

• Manage the MD's calendar, appointments and meetings.
• Prioritize and organize daily tasks and schedules.
• Coordinate domestic and international travel arrangements.
• Prepare meeting agendas and Minutes of Meeting (MoM).
• Draft professional emails, letters and presentations.

Coordination & Follow-up

• Follow up with Production, Purchase, Sales, Accounts and Stores on behalf of the MD.
• Maintain a comprehensive task tracker and ensure timely completion of assigned tasks.
• Coordinate with customers, suppliers and logistics partners.
• Ensure commitments made during meetings are completed within agreed timelines.

Communication

• Handle professional correspondence with domestic and international customers.
• Screen calls and emails.
• Prepare reports, presentations and business documents.
• Maintain confidentiality of sensitive business information.

Research & Business Support

• Conduct online research for products, suppliers, competitors and market trends.
• Assist in preparing quotations, presentations and reports.
• Support exhibition planning, customer visits and business meetings.

Administrative Support

• Organize documents and maintain records.
• Coordinate internal meetings.
• Assist in event planning and travel arrangements.
• Handle miscellaneous administrative responsibilities assigned by the MD.

Skills Required

We are looking for someone who has:

Excellent follow-up skills (most important)

Strong organizational abilities

Outstanding communication skills (spoken and written English)

Excellent command of MS Excel, Word and PowerPoint

Ability to handle multiple tasks simultaneously

Good internet research skills

Professional email drafting skills

Ability to coordinate with multiple departments

High integrity and confidentiality

Positive attitude and willingness to learn