Executive Assistant

Job Title: Executive Assistant to Managing Director (EA to MD) Location: Vadodara, Gujarat

Job Description – Executive Assistant to Managing Director (EA to MD)

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to the Managing Director. The ideal candidate will be responsible for managing schedules, coordinating with internal and external stakeholders, preparing reports, handling travel arrangements, and ensuring the smooth execution of day-to-day executive activities.

Key Responsibilities:

Executive Administration

•

Provide complete administrative support to the Managing Director.

•

Prepare daily, weekly, and monthly summary reports and presentations.

•

Maintain confidential documents, records, and executive correspondence.

•

Track action items and ensure timely completion of assigned tasks.

Coordination & Communication

•

Coordinate with all internal departments to ensure timely execution of business priorities.

•

Liaise with external stakeholders including vendors, consultants, clients, and service providers.

•

Follow up on pending tasks and maintain regular communication with relevant teams.

Receivables & Payables Coordination

•

Coordinate with Accounts for receivable and payable follow-ups.

•

Track pending payments and collections with internal and external stakeholders.

•

Ensure timely documentation and communication related to financial follow-ups.

Calendar & Meeting Management

•

Manage the official and personal calendar of the Managing Director.

•

Schedule meetings, appointments, and business reviews.

•

Prepare meeting agendas, minutes of meetings (MOM), and follow-up action trackers.

Travel & Event Management

•

Plan and coordinate domestic and business travel arrangements including flights, hotels, transport, and itineraries.

•

Organize company meetings, conferences, Company’s events.

HR, Accounts & Legal Follow-ups

•

Coordinate with HR, Accounts, and Legal departments for ongoing activities and pending matters.

•

Track statutory, compliance, and documentation-related follow-ups as directed by the Managing Director.

•

Ensure timely completion of assigned cross-functional tasks.

Visitor Management

•

Welcome visitors, clients, and business associates professionally.

•

Plan meeting schedules and prepare agendas before executive meetings.

•

Coordinate hospitality arrangements and meeting logistics.

Personal Assistance

•

Assist the Managing Director with personal appointments and administrative tasks as required.

•

Handle confidential information with the highest level of professionalism and discretion.

Required Skills

•

Excellent organizational and time management skills.

•

Strong coordination and follow-up abilities.

•

Good verbal and written communication skills.

•

Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.

•

Ability to prepare reports and presentations.

•

Strong multitasking and problem-solving skills.

•

High level of integrity, confidentiality, and professionalism.

Qualification

•

Bachelor's Degree or Masters in Science

•

2–5 years of experience as an Executive Assistant, Personal Assistant, Executive Coordinator, or Administrative Executive.

•

Experience in manufacturing(Health Care, Diagnostics, IVD, Medical) or corporate organizations will be preferred.

• It is a Full Time Manufacturing job for candidates with 2 - 5 years of experience.