Executive Assistant

Job Description: Executive Assistant

The Executive Assistant will provide comprehensive administrative and operational support to the Director. The role focuses on effectively managing schedules, meetings, correspondence, reports, quotations, pricing, expenses, and cross-functional coordination while ensuring confidentiality and timely completion of assigned actions.

KEY RESULT AREAS & RESPONSIBILITIES

1) Calendar, Appointment & Meeting Management

• Manage the Director’s calendar, appointments, meetings, and schedules.

• Organize internal and external meetings and prepare the required documents and presentations including MOM.

2) Email, Correspondence & Follow-up

• Handle emails, correspondence, reminders, and follow-ups on behalf of the Director.

• Maintain confidential records and ensure timely completion of action items assigned by the Director.

3) MIS & Departmental Reporting

• Prepare and maintain accurate MIS reports.

• Collect and consolidate reports from the Sales and Marketing departments.

4) Expense Management

• Manage and track expenses along with the relevant supporting documents.

5) Quotation & Pricing Coordination

• Prepare and manage quotations using Zoho and manual processes.

• Maintain product pricing details and coordinate the necessary approvals.

6) Outstanding Payment Follow-up

• Collect outstanding payment reports from the Accounts department and coordinate with the concerned teams for follow-up.

KEY RESULT AREAS & RESPONSIBILITIES — CONTINUED

7) Tender Support

• Support tender-related activities, which will constitute approximately 10% of the role.

8) Stakeholder Coordination

• Coordinate with internal departments and external stakeholders on behalf of the Director.

Requirements

SKILLS REQUIRED

• Strong calendar, appointment, email, and meeting-management skills

• Proficiency in Microsoft Excel and PowerPoint

• Experience using Zoho applications and managing quotations

• Knowledge of MIS reporting, expense management, and pricing coordination

• Basic exposure to tender documentation and processes

• Familiarity with AI tools for preparing reports, presentations, emails, and productivity-related tasks

• Excellent communication, coordination, follow-up, and organizational skills

• Ability to maintain confidentiality, exercise discretion, and manage multiple priorities effectively