Executive Assistant

Job Title: Executive Assistant to Managing Director (EA to MD)

Location: Near Chhatapur, New Delhi

About the Role

We are looking for a highly organized, proactive, and execution-oriented Executive Assistant to support the Managing Director. This is not a traditional secretary role. The Executive Assistant will act as the MD's right hand, ensuring that important tasks, follow-ups, meetings, decisions, and business priorities are executed on time.

The ideal candidate should be excellent at task management, coordination, communication, follow-up, and maintaining complete confidentiality.

Key Responsibilities

Executive Support

- Manage the Managing Director's daily priorities and action items.

- Convert voice notes, emails, WhatsApp messages, and meeting discussions into structured tasks.

- Maintain the MD's task management system and ensure every task is properly tracked until completion.

- Organize meetings, appointments, travel schedules, and business calendars.

Task Management & Follow-up

- Assign tasks to concerned departments and individuals.

- Follow up regularly to ensure timely completion.

- Escalate delayed or critical tasks to the MD whenever required.

- Maintain accurate records of pending, completed, and overdue tasks.

- Prepare daily, weekly, and monthly action reports for the MD.

Business Coordination

- Coordinate with Accounts, HR, Purchase, Sales, Production, Factory, and Administration teams.

- Ensure inter-department communication is smooth and deadlines are achieved.

- Track important renewals, licenses, insurance, statutory deadlines, and recurring activities.

- Coordinate with external vendors, consultants, clients, and service providers whenever required.

Reporting

- Prepare Daily Priority Reports.

- Prepare Weekly Pending Task Reports.

- Prepare Monthly Business Follow-up Reports.

- Ensure no important commitment or deadline is missed.

Documentation

- Maintain confidential business records.

- Draft professional emails, letters, meeting notes, and business documents.

- Organize digital files and business information systematically.

Required Skills

- Excellent English communication (written and spoken).

- Strong organizational and multitasking skills.

- Excellent follow-up ability.

- High attention to detail.

- Strong sense of ownership and accountability.

- Ability to maintain complete confidentiality.

- Proficiency in Microsoft Office (Excel, Word, Outlook).

- Comfortable using task management software such as TickTick, ClickUp, Todoist, or similar tools.

- Ability to work directly with senior management.

Preferred Experience

- 38 years of experience as an Executive Assistant, Executive Coordinator, Office Manager, or similar role.

- Experience supporting founders, CEOs, Managing Directors, or senior executives will be preferred.

Personal Qualities

- Highly disciplined and self-driven.

- Excellent problem-solving ability.

- Strong communication and interpersonal skills.

- Ability to prioritize multiple tasks under pressure.

- Positive attitude with a strong execution mindset.

- Trustworthy, dependable, and professional.