Executive Assistant To Director

Key Responsibilities:

• Check and Sort Emails: Regularly check the Director’s emails, highlight key messages, forward relevant ones, and delete unwanted emails and unsubscribe emails.

• Reply & Forward Emails: Respond to important emails on the Director’s behalf, forwarding legal and critical communications to the appropriate departments.eg Accounts related to Accounts Team

• Manage WhatsApp Communication: Monitor and reply to urgent WhatsApp messages, sharing important updates as needed to Director on Satish Notes.

• Fix Appointments: Schedule appointments with clients, doctors, lawyers, and internal teams, while tracking missed or delayed appointments.

• Reminders & Follow-ups: Set reminders, track pending tasks, and ensure timely completion of assigned actions. Provide reports on tasks assigned, completed, and pending of TO DO LIST

• Daily Setup: Prepare the Director’s laptop, clean the screen, and ensure all devices (phone, notebook) are ready for the day.

• Manage Communication: Update personal WhatsApp, share work-related updates, and maintain smooth communication between the Director and internal teams.

• Assist with Sales & Content: Help with sales calls, knowledge capture, content development, and preparing meeting forms and make Quotations

• Additional Projects: Assist with additional work assigned by the Director, tracking start and end dates and meeting deadlines

• Sales Leads & Feedback: Forward sales inquiries, track lead follow-ups, and maintain a report on sales inquiries, follow-ups, and closed deals. Ensure feedback and revenue details are provided.

• Team Coordination & Reporting: Track meeting issues, monitor weekly schedules, and ensure task completion. Provide daily updates and critical information to the Director.

EA – Tasks

Morning Rituals

Daily Planning & Priorities

• Check To-Do List and update as needed

• Review “My Day” tasks and set daily goals

• Take task updates from staff based on the To-Do list

Email Management

• Read and respond to important emails

• Filter, sort, and forward emails to respective departments

• Share screenshots of important emails with the Director

• Unsubscribe from unwanted mail and delete promotional/spam emails

• Prioritize and forward legal/income tax-related emails to concerned people in Accounts Team

• Summarize the important email and discuss with the director

Communication & WhatsApp

• Check and reply to WhatsApp messages

• Highlight and screenshot important messages

• Update Satish Sir’s personal WhatsApp status (team updates, birthdays, etc.)

• Wish WhatsApp Contact and Groups for Birthdays and Anniversaries and Notable achievements

• Check group updates (Striders, Serenity)

• Wish or congratulate contacts as needed

Director Support

• Connect inbound/outbound calls to the Director

• Access and manage Director’s emails

• Send or reply to emails on behalf of the Director (with discretion)

• Update status when Sir goes for a nap

• Set vacation auto-reply on Director’s email if required

• Fix appointments with clients, doctors, lawyers, and internal leaders

• Schedule Director’s meetings and appointments

• Assign and update team tasks based on Director’s instructions

• Send "Morning Checklist Done" in Task Masters group

Afternoon Rituals

 Follow-Ups & Communication

• Take updates and follow-ups from staff (per To-Do list)

• Follow up on sales leads passed by the Director

• Continue communication with customers and sales prospects

• Nap Time Take Mobile Phone and Update Status , hand over the Mobile to Marketing Team & Accounts team so they can carry out their activitys with the phone

 Director’s Tasks & Meetings

• Join Director in external meetings/visits if required

• Prepare and attend sales meetings with Director

• Send meeting reminders and assist in knowledge capture

• Write minutes of meetings and share with relevant teams

• It is a Full Time Receptionist job for candidates with 2 - 4 years of experience.