Walk-in | Executive Assistant To Managing Director

Hardik Medi-tech; Kundli; Hybrid; INR 600,000 - 1,200,000; Full time

Job summary

Hardik Medi-tech in Haryana, India seeks an experienced Executive Assistant to manage the Director's calendar, coordinate meetings, and prepare essential documents. The role requires strong communication, high organization, and discretion in handling confidential information.

Responsibilities span coordinating across Sales, Production, HR, and Accounts, preparing MIS reports, and assisting in tender and documentation follow-ups. MBA is a plus; graduate suitable.

Qualifications

• Graduate in any discipline.
• MBA/PGDM or relevant certification will be an added advantage.

Responsibilities

• Manage daily schedule, appointments, meetings, and Director's calendar.
• Coordinate and prioritize meetings with internal teams and external stakeholders.
• Prepare meeting agendas, presentations, documents, and reports as required.
• Maintain confidential management records and documents.
• Handle day-to-day administrative activities for management.

Skills

Excellent communication

Interpersonal skills

Coordination & follow-up

MS Word

MS Excel

PowerPoint

Outlook/Email

Time-management

Confidential handling

English proficiency

Education

Graduate

MBA/PGDM advantageous

Tools

MS Word

MS Excel

PowerPoint

Outlook/Email

Job description

1. Executive & Administrative Support

• Manage the daily schedule, appointments, meetings, and calendar of the Director.
• Coordinate and prioritize meetings and appointments.
• Prepare meeting agendas, presentations, documents, and reports as required.
• Maintain confidential records and management-related documents.
• Handle day-to-day administrative activities on behalf of management.

2. Communication & Coordination

• Handle emails, calls, messages, and correspondence for the Director.
• Coordinate with different departments including Sales, Purchase, Production, Accounts, HR, Dispatch, and Quality.
• Communicate with customers, suppliers, dealers, consultants, and other business associates.
• Ensure timely follow-up on important communication and pending activities.

3. Meeting Management

• Schedule internal and external meetings.
• Prepare meeting notes/MOM and circulate them to concerned team members.
• Follow up on action points and ensure timely completion.
• Coordinate meetings with customers, vendors, government departments, and other stakeholders.

4. Documentation & Reporting

• Prepare and maintain MIS reports, summaries, statements, and presentations.
• Maintain important company and management records.
• Assist in preparing quotations, letters, reports, official correspondence, and other documents.
• Maintain proper filing and documentation of important records.

5. Follow-Up & Task Monitoring

• Track important tasks assigned by management.
• Follow up with respective departments for pending work.
• Maintain a daily/weekly task tracker for management.
• Highlight delays, pending approvals, and critical issues to management.

6. Travel & Event Coordination

• Coordinate travel arrangements, hotel bookings, transportation, and itineraries for management.
• Assist in organizing exhibitions, conferences, meetings, company events, and business visits.
• Coordinate with event organizers and external agencies when required.

7. Business & Management Support

• Assist management in preparing business-related information and presentations.
• Coordinate with Sales & Marketing teams regarding important customer follow-ups.
• Assist in tender, quotation, order, and documentation follow-ups wherever required.
• Support management in special projects and assignments.

Required Skills

• Excellent communication and interpersonal skills.
• Strong coordination and follow-up skills.
• Good knowledge of MS Word, MS Excel, PowerPoint, and Outlook/Email.
• Excellent documentation and drafting skills.
• Strong organizational and time-management abilities.
• Ability to handle confidential information professionally.
• Ability to multitask and work under deadlines.
• Professional personality with a positive and proactive approach.
• Good English communication, both written and verbal.

Educational Qualification

• Graduate in any discipline.
• MBA/PGDM or relevant certification will be an added advantage.

Experience

• 25 years of experience as an Executive Assistant, Personal Assistant, Management Coordinator, or similar role.
• Experience in a manufacturing, medical equipment, healthcare, or corporate environment will be preferred.

Key Performance Indicators (KPI)

• Timely completion of management-assigned tasks.
• Effective meeting and calendar management.
• Timely follow-up and closure of pending activities.
• Accuracy and quality of documentation.
• Response time for important communications.
• Effective coordination between management and departments.
• Confidentiality and professional handling of information.

Personal Attributes

• Responsible and dependable.
• Presentable and professional.
• Proactive and solution-oriented.
• Attention to detail.
• Good decision-making and prioritization ability.
• Comfortable working with senior management and multiple departments.