Executive Assistant To Managing Director

South Asian Foods Corporation; Chennai; On-site; INR 900,000 - 1,400,000; Full time

Job summary

South Asian Foods Corporation in Chennai seeks an Executive Assistant to the Managing Director to manage daily schedules, coordinate meetings and document action points. You will act as a liaison between the MD and various departments, ensuring timely execution of instructions and comprehensive follow-up.

The role requires meticulous calendar and meeting management, accurate MOM preparation, and ongoing task tracking to deliver timely decisions and reports to the MD and department heads.

Qualifications

• Proven ability to communicate clearly, both written and oral.
• Strong coordination and follow-up capabilities with multiple departments.
• Excellent time management and organisational skills.
• Ability to take ownership and be accountable for tasks.
• Experience handling confidential information with discretion.
• Proficient in arranging and documenting meetings and MOMs.
• Track progress of tasks and ensure timely delivery.

Responsibilities

• Manage MD's calendar, appointments and schedules with precision.
• Coordinate internal and external meetings; prepare agendas and MOM.
• Record decisions, assign owners and deadlines; circulate notes.
• Maintain a central task tracker and ensure follow-up before reviews.
• Prepare management reports and coordinate with HR, Sales, Finance, Ops and Marketing.

Skills

Communication skills

Follow-up and coordination

Time management

Ownership and accountability

Confidentiality handling

Meeting coordination

Task tracking

Tools

MS Excel

MS Word

PowerPoint

Google Workspace

Job description

JOB DESCRIPTION

EXECUTIVE ASSISTANT TO MANAGING DIRECTOR

Designation: Executive Assistant to Managing Director | Department: Management

Position Details

Reporting To: Managing Director

Experience: 25 Years

Location: Chennai

Job Summary

We are looking for a proactive, highly organised and detail-oriented Executive Assistant to support the Managing Director in managing daily schedules, coordinating meetings, tracking management decisions, and ensuring timely execution of tasks assigned to various departments. The candidate will act as a coordination link between the Managing Director and different departments, ensuring that all instructions, action points and responsibilities discussed during meetings are properly documented, communicated, followed up and completed within the stipulated timelines.

1. Calendar & Schedule Management

• Manage the Managing Director's daily calendar, appointments and schedules.
• Plan, schedule and coordinate internal and external meetings.
• Prioritise appointments and avoid scheduling conflicts.
• Send meeting invitations, reminders and necessary agendas in advance.
• Ensure the MD is well-informed about upcoming meetings and commitments.

2. Meeting Coordination & Management

• Organise management meetings, departmental review meetings and business discussions.
• Prepare meeting agendas in consultation with the MD.
• Attend meetings and accurately record Minutes of Meeting (MOM).
• Document key decisions, action points, responsible persons and deadlines.
• Circulate MOM to the concerned department heads and employees after meetings.

3. Task Allocation & Follow-up

• Maintain a centralised tracker of all tasks and action points assigned by the MD during meetings.
• Clearly communicate assigned responsibilities to the respective department heads and employees.
• Follow up with each responsible person regarding task progress and completion.
• Monitor deadlines and ensure tasks are completed before the next scheduled review meeting.
• Collect progress updates and supporting information from concerned employees.
• Identify delayed, pending or incomplete tasks and escalation them to the MD.
• Prepare department-wise task completion reports for management review.
• Ensure that no action point discussed during meetings is missed or left without follow-up.

4. Management Reporting & Coordination

• Prepare daily, weekly and monthly task status reports.
• Maintain records of completed, pending and overdue tasks.
• Coordinate with department heads such as HR, Sales, Finance, Operations, Marketing and other teams.
• Highlight important pending decisions and critical issues requiring the MD's attention.
• Ensure timely communication of management instructions to the respective teams.

5. Administrative & Confidentiality Responsibilities

• Handle confidential management information and business documents.
• Maintain important records, meeting notes and management correspondence.
• Coordinate travel arrangements, appointments and other official requirements of the MD.
• Handle emails, calls and follow-ups on behalf of the MD whenever required.
• Maintain professionalism, confidentiality and accuracy in all communications.

Required Skills & Competencies

• Excellent verbal and written communication skills.
• Strong follow-up and coordination skills.
• Good time management and organisational abilities.
• Proficiency in MS Excel, Word, PowerPoint and Google Workspace.
• Ability to prepare MOMs, management reports and task trackers.
• Strong ownership and accountability.
• Ability to coordinate with multiple departments and senior management.
• Proactive approach towards identifying delays and pending activities.
• Ability to handle confidential information.
• Strong attention to detail and problem-solving skills.

Key Performance Indicators (KPIs)

• Calendar Management: 100% accuracy in scheduling and meeting coordination.
• MOM Circulation: Meeting minutes shared with concerned employees within 24 hours.
• Task Tracking: 100% of MD-assigned tasks recorded and tracked.
• Follow-up Efficiency: Timely follow-up with all task owners before deadlines.
• Task Completion Monitoring: Ensure maximum closure of assigned tasks within agreed timelines.
• Pending Task Escalation: All overdue and delayed tasks escalated to the MD promptly.
• Reporting: Accurate and timely submission of weekly management task status reports.

Ideal Candidate Profile

• The ideal candidate should take ownership of responsibilities, act proactively and ensure that every task assigned by the Managing Director is tracked until closure.
• The candidate must coordinate confidently with department heads and employees, maintain accountability across teams, and ensure that decisions taken during management meetings are converted into actual results.

Core Action-Point Workflow

MD assigns task EA records task Communicates to task owner Follows up Verifies completion Reports status to MD before the next meeting