Executive Assistant to MD

Location: Chandigarh

Experience Required: 3–5 Years

Employment Type: Full-Time

Job Summary

We are looking for a highly organized, proactive, and dependable Executive Assistant to the Managing Director who can provide seamless administrative, coordination, and follow-up support. The ideal candidate should be excellent at tracking tasks, coordinating with internal teams, managing schedules, handling communication, and ensuring timely completion of assignments.

This role requires someone with strong ownership, honesty, maturity, excellent follow-up skills, and the ability to get work done efficiently across departments. The candidate should also be comfortable handling both official and personal coordination tasks for the MD.

Key Responsibilities1. Executive Support

Provide day-to-day administrative and secretarial support to the Managing Director.
Manage calendar, appointments, meetings, and reminders effectively.
Coordinate internal and external communication on behalf of the MD.
Screen calls, messages, and emails, and respond or escalate appropriately.
Draft emails, letters, notes, and official communication as required.

2. Task Coordination & Follow-Up

Maintain a detailed tracker of all tasks delegated by the MD.
Follow up with internal teams, departments, and external stakeholders to ensure timely closure of tasks.
Record commitments made by team members along with deadlines and completion timelines.
Ensure no task is missed, delayed, or forgotten.
Regularly update the MD on task status, pending items, and bottlenecks.

3. Meeting & Communication Management

Arrange meetings, prepare meeting schedules, and ensure all stakeholders are informed.
Take notes, prepare MOMs (Minutes of Meeting), and circulate action points.
Track closure of all action items discussed in meetings.
Act as the communication bridge between the MD and different teams.

4. Data Management & Reporting

Prepare reports, presentations, spreadsheets, and documents for review.
Handle MIS, data compilation, and reporting as required by the MD.
Use MS Excel and Word efficiently for tracking, reporting, and documentation.
Manage and organize confidential files, records, and business documents.

5. Email & Correspondence Handling

Monitor incoming emails and prioritize communication for the MD.
Draft and send professional responses as per instructions.
Learn and understand the communication style of the MD for effective correspondence management.
Handle email coordination independently after proper training and alignment.

6. Research & Internet-Based Tasks

Conduct online research for business requirements, vendors, products, services, or market information.
Compile findings, print or document useful materials, and present them in an organized format.
Support the MD in research-based decision-making through timely and accurate information gathering.

7. Interdepartmental Coordination

Coordinate with employees across departments for completion of tasks assigned by the MD.
Follow up diplomatically yet firmly with team members, including senior staff.
Handle resistance, delays, or non-responsiveness professionally and escalate when required.
Ensure smooth communication and alignment between the MD and the team.

8. Personal Assistance Support

Handle personal coordination tasks of the MD whenever required.
Assist with bookings, appointments, repairs, errands, and other personal follow-up work.
Maintain confidentiality and professionalism in managing personal assignments.

Required Skills

Excellent follow-up skills – this is the most critical requirement.
Strong coordination and task management ability.
Ability to get work done from others in a timely and professional manner.
Good command of English communication, both written and verbal.
Strong working knowledge of MS Office, especially Excel and Word.
Ability to maintain task lists, trackers, and delegation sheets efficiently.
Good drafting skills for letters, emails, and internal communication.
Strong internet research and Google search skills.
Shorthand knowledge will be an added advantage.
High level of honesty, integrity, and confidentiality.
Strong attention to detail and problem-solving ability.
Ability to multitask and work under pressure.

Educational Qualification

Graduation is mandatory.
Qualification from a secretarial or administrative background will be preferred.

Experience Required

3 to 5 years of experience as an Executive Assistant, Assistant, Secretary, Office Coordinator, or Admin Coordinator to senior management / Managing Director / leadership team.
Candidates with strong experience in administration, coordination, and follow-up roles will also be considered.
Stable work history is preferred.

Preferred Candidate Profile

Mature, responsible, and trustworthy personality.
Strong sense of ownership and accountability.
Good organizational and interpersonal skills.
Ability to handle sensitive and confidential information.
Should be proactive and capable of taking initiative.
Should be flexible in handling both official and personal assignments.
Candidates residing within reasonable travelling distance from the office will be preferred.

What We Are Looking For

We are looking for someone who can become the right hand to the Managing Director by ensuring strong follow-up, smooth coordination, disciplined execution, and dependable support. The person must be capable of reducing the MD's operational load by taking ownership of tasks, communication, tracking, and execution support.

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