Executive Assistant (EA) to General Manager

We are looking for a highly proactive, detail-oriented, and accountable Executive Assistant who can work closely with the GM and ensure seamless execution of daily activities, follow-ups, administrative tasks, and coordination across departments.

Job Description

This is not a conventional secretary role. We need someone with a strong ownership mindset, excellent follow-up skills, and the ability to get work done from people at all levels of the organisation. The ideal candidate should be reliable, organised, discreet, and willing to support both professional and occasional personal tasks assigned by the GM. 

Key Responsibilities 

Executive & Administrative Support 

  • Manage GM's calendar, appointments, meetings, and travel schedules. 
  • Prepare meeting agendas, MOMs (Minutes of Meeting), and track action points. 
  • Screen calls, emails, and correspondence on behalf of the GM. 
  • Draft professional emails, letters, reports, and presentations. 
  • Maintain confidential records and important documents. 

Follow-up & Coordination (Most Important) 

  • Maintain a daily follow-up tracker and ensure pending tasks are carried forward until closure. 
  • Coordinate with department heads and employees to ensure timelines are met. 
  • Regularly update the GM regarding pending and completed assignments. 
  • Ensure commitments made by different departments are followed through. 

MIS & Reporting 

  • Prepare daily, weekly, and monthly reports. 
  • Maintain dashboards and trackers using Excel. 
  • Analyse data and present meaningful summaries to management. 
  • Link data from multiple sheets and prepare management reports. 

Office & Personal Assistance 

  • Coordinate administrative and operational requirements of the GM. 
  • Handle travel bookings, hotel arrangements, meeting logistics, and event coordination. 
  • Assist with personal assignments as required by the GM, maintaining confidentiality and professionalism. 

Required Skills 

Must-Have 

  • Exceptional follow-up and task-tracking ability. 
  • Strong ownership and problem-solving mindset. 
  • Excellent communication skills in English and Hindi. 
  • Proficiency in MS Office (Excel, Word, PowerPoint). 
  • Ability to work under pressure and manage multiple priorities. 
  • Professional behaviour and high integrity. 

Excel Knowledge Required 

  • Pivot Tables 
  • VLOOKUP/XLOOKUP 
  • Linking Sheets 
  • Filters & Sorting 
  • Basic MIS Reporting 
  • Data Validation 
  • Conditional Formatting 

Additional Preferred Skills 

  • Shorthand and note-taking skills. 
  • Experience handling senior management schedules. 
  • Drafting professional correspondence. 
  • Strong organisational and coordination abilities. 

Educational Qualification 

  • Graduate (Mandatory) 
  • Secretarial Practice / Secretarial College background preferred 

Preferred Candidate Profile 

  • Married Female candidate preferred. 
  • Candidates with stable job history will be preferred. 
  • Residence within approximately 45 minutes' travel distance from the office. 
  • Honest, dependable, and committed to long-term association. 
  • Must be comfortable coordinating with senior management and external stakeholders. 

Important Eligibility Criteria 

  • Must have 3-5 years of experience as:  
  • Executive Assistant to MD/Director, OR 
  • Personal Assistant, OR 
  • Secretary, OR 
  • Office Coordinator with strong administrative experience. 
  • The candidate should not have participated in Business Coaching India (BCI) programs conducted by Rahul Jain. 
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