Executive Assistant

Executive Assistant to MD – Job Description

Position Title: Executive Assistant to Managing Director Location: Ahmedabad (Work from Office only) Businesses:

-   Government supplies and services to various departments (including GeM and related work)

-   Coworking spaces under the brand SSPACIA

Role Summary

The Executive Assistant (EA) acts as the Managing Director’s (MD’s) voice and execution engine across both businesses. The EA is responsible for capturing every task, tracking and following up till closure, handling calls, conducting research (using internet and AI tools), and ensuring that the MD’s instructions and decisions are implemented accurately and on time.

This is a high-responsibility role suited for a highly organised, proactive, and trustworthy person who enjoys follow-up, coordination, and problem-solving.

Key Responsibilities

1. Task & Follow-Up Management

•      Maintain a comprehensive, daily-updated task tracker for the MD (business and personal): task, owner, deadline, status, and next action.

•      Capture tasks from all sources: meetings, calls, WhatsApp, emails, and casual conversations.

•      Follow up relentlessly with internal team members, vendors, and external stakeholders until closure; escalate delays or issues to the MD when needed.

•      Send the MD a concise daily summary of key pending items, priorities, risks, and completed work.

2. Calls, Communication & Calendar

•      Handle incoming calls to the MD, filter and prioritise them, and respond or schedule callbacks/meetings as appropriate.

•      Make outgoing calls on behalf of the MD to clients, government officers, vendors, and team members in a clear, polite, and professional manner.

•      Manage the MD’s calendar for both businesses: schedule meetings, reviews, and travel; avoid clashes and last-minute firefighting.

•      Prepare for meetings (agenda, background notes) and capture minutes and action items; ensure action items are added to the task tracker.

3. Research & Project Support (AI + Internet)

•      Convert any idea, thought, or project from the MD into structured research tasks.

•      Conduct internet and AI-based research on topics such as:

–    Government departments, schemes, vendors, products, and policies relevant to the trading business.

–    Coworking space trends, pricing, competitors, partnerships, and marketing ideas for SSPACIA.

•      Use AI tools (e.g., ChatGPT/Perplexity or similar, as provided by the MD) plus the internet to create:

–    1–3 page briefs with key insights, options, pros/cons, and relevant links.

–    First drafts of emails, proposals, SOPs, checklists, and presentations.

•      Present research in a simple, decision-friendly format that the MD can review quickly (bullet points, tables, short summaries).

4. Coordination Across Two Businesses

•      Coordinate with operations, sales, accounts, and admin teams in both businesses to ensure that the MD’s instructions are clearly communicated and executed.

•     

Be the central follow-up point: ensure tasks given by the MD to any team member are tracked and completed on time.

•      Work with a runner/office boy and other support staff for physical tasks such as document collection, courier, bank visits, and office/house coordination.

5. Documentation, Reporting & Systems

•      Maintain organised digital and physical files for both businesses (contracts, proposals, government documents, vendor details, etc.).

•      Maintain and update trackers in Excel/Google Sheets (tasks, leads, followups, payments, etc.) and generate simple reports as required by the MD.

•      Create and update basic PowerPoint/Google Slides presentations for reviews, proposals, and internal meetings.

•      Support implementation and usage of systems/tools (task managers, CRMs, spreadsheets) and ensure data is updated accurately.

6. Personal Assistance to the MD

•      Handle certain personal tasks of the MD such as appointments, travel bookings, family events, and home-related coordination, as assigned by the MD.

•      Maintain strict confidentiality and discretion regarding all personal and professional information.

Candidate Profile

Education & Experience

•      Graduate in any discipline; secretarial, commerce, management, or admin background preferred.

•      3–6 years of experience as an Executive Assistant/EA/Office Coordinator/Secretary to a senior leader (MD/Director/Owner).

•      Demonstrated job stability (reasonable tenure in previous roles, not frequent job hopping).

Skills & Competencies

•      Follow-Up & Organisation (Non-Negotiable):

–    Very strong follow-up and task-tracking skills; uses some system (notebook, planner, or digital tool) to manage tasks. – Does not forget tasks; takes ownership until closure.

•      Communication:

–    Very good spoken Hindi and English; Gujarati is an added advantage. – Confident on phone calls with senior officers, clients, and vendors.

–    Good written English for drafting emails, letters, and WhatsApp messages.

•      Technology & Tools:

–    Comfortable with MS Office / Google Workspace (Excel/Sheets, Word/Docs, PowerPoint/Slides).

–    Good Google search skills; can compare multiple sources and verify information.

–    Willing and able to learn and use AI tools for drafting, summarising, and research (training will be provided if required).

•      Business Understanding (Preferred):

–    Prior exposure to government work/GeM and/or real estate/coworking/office space business will be an advantage.

Behaviour & Attitude

•      Extremely reliable, disciplined, and detail-oriented.

•      High integrity, ethical conduct, and respect for confidentiality.

•      Calm, mature, and emotionally stable; able to handle pressure and occasional urgent/late-hour tasks.

•      Respectful yet assertive in follow-ups with senior people.

•      Willing to handle both high-level work (research, presentations) and ground-level work (coordination, small errands).

Other Requirements

•      Female candidate, married, preferably settled in Ahmedabad.

•      Presentable, well-groomed, and professional appearance.

•      Comfortable with full-time work from office; not a work-from-home or part-time role.

Reporting & Work Conditions

•      Reporting To: Managing Director

•      Location: Company offices in Ahmedabad

•      Working Hours: As per company norms, with flexibility to extend during peak/critical periods when required.

•      Compensation: As per industry standards and candidate’s experience and capabilities.

This Job Description is intended to capture the key responsibilities and expectations from the Executive Assistant to the MD. Duties may evolve over time based on business needs and the MD’s requirements.

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