Executive assistant to MD

JobItUs; Kolkata District; Hybrid; INR 8,00,000 - 12,00,000; Full time

Job summary

A leading manufacturing company in Kolkata is seeking an Executive Assistant to the Managing Director. This full-time, hybrid role involves managing the MD's professional and personal commitments, ensuring efficient communication and task execution. Key responsibilities include organizing travel, managing calendars, and maintaining confidentiality. The ideal candidate is resourceful, reliable, and possesses strong communication skills.

Qualifications

• Ability to manage complex calendars and travel logistics.
• Strong communication skills for various stakeholders.
• Proven ability to maintain confidentiality and discretion.

Responsibilities

• Manage and prioritize MD’s calendar across various commitments.
• Join meetings to take notes and delegate tasks.
• Proactively follow up with teams and partners to ensure task completion.

Skills

Resourcefulness

Ownership

Smart Communication

Emotional Maturity

Common Sense

Job description

Location: Hungerford Office, Kolkata

Reports to: Managing Director (Iron & steel manufacturing company)

Nature of Role: Full-time, high-trust, hybrid professional + personal EA position

Role Purpose

To act as an extension of the Managing Director — ensuring his professional, personal, and family ecosystem runs smoothly and efficiently. The EA’s core mission is to free up the MD’s time by anticipating needs, managing communication, driving execution through others, and ensuring every commitment is fulfilled flawlessly.

Key Responsibilities

• Calendar, Meetings & Communication: Manage and prioritize MD’s calendar across office, industry (ACMA, IIF, YPO), and family commitments.
• Join online and in-person meetings to take structured notes, identify action items, and delegate tasks to concerned people.
• Track and follow up until completion — ensuring accountability and quality of execution.
• Review MD’s emails and WhatsApp periodically, draft/respond where appropriate, and flag key items needing attention.
• Task & Follow-Up Management: Maintain an updated Action Tracker for all commitments made by or to the MD.
• Proactively follow up with internal teams, senior managers, vendors, suppliers, and external partners to ensure tasks are completed.
• Escalate delays tactfully and professionally, maintaining relationships while driving results.
• Travel, Bookings & Logistics: Manage all domestic and international travel (flights, hotels, taxis, visas, insurance, forex).
• Coordinate travel for family members as needed.
• Prepare itineraries and ensure seamless execution of every trip.
• Banking, Finance & Documentation: Track and handle personal and family credit cards, payments, reimbursements, and banking coordination.
• Maintain updated files for insurance, passport renewals, licenses, and official documentation.
• Home & Family Coordination: Liaise with household staff and vendors for repairs, bills, maintenance, and logistics.
• Visit residence regularly to ensure smooth operations and pending tasks are completed.
• Support wife, son, and daughter in personal logistics (courier, school/college forms, domestic help coordination, etc.).
• External & Government Liaisoning: Interact with authorities, service providers, and government offices for documentation, renewals, and permissions as required.
• Professionalism & Communication: Be highly responsive on WhatsApp, calls, and email during working hours and when needed after hours.
• Maintain utmost confidentiality, discretion, and integrity.

Key Performance Indicators (KPIs)

• 100% of tasks assigned to or through MD tracked and closed within timeline.
• Zero missed deadlines or scheduling conflicts.
• Bills, travel, and card payments completed before due dates.
• Emails and messages actioned within the same working day.
• Family logistics handled seamlessly and proactively.
• Positive feedback from MD and family on responsiveness and reliability.

Competencies

• Resourcefulness / High IQ: Anticipates needs before being told; uses judgment to act independently.
• Ownership & Reliability: Delivers on commitments without reminders; takes full accountability.
• Follow-Through: Tracks every action until closure; never leaves loose ends.
• Smart Communication: Writes and speaks clearly; manages up and across respectfully, including senior people.
• Emotional Maturity: Handles pressure calmly; maintains discretion in sensitive situations.
• Common Sense & Street-Smartness: Solves unstructured, real-world problems quickly and practically.
• Responsiveness: Replies promptly on WhatsApp, calls, and mails — dependable under all conditions.
• Professional Presence: Confident, well-spoken, neat, and capable of representing MD externally.

Cultural Alignment

• Better Every Day in Every Way – Constantly improving systems and efficiency.
• Integrity & Trust – Absolute confidentiality with financial, personal, and business information.
• Outcome-Driven – Measures success by results, not effort.
• Respect & Discipline – Works respectfully with family and team members.
• Execution Excellence – Ensures plans turn into reality through structured follow-ups.