About the Company
Established in 2002, Vikas Medical Devices (VMD) is a 100+ team medical equipment distribution company serving hospitals and healthcare institutions across Eastern India. We work closely with leading manufacturers and maintain a strong service network throughout the region. Built on long-term relationships, operational discipline, and deep industry understanding, we provide a structured, performance-driven environment for professionals looking to grow with the company.
About the Role
The Executive Assistant to the Director will provide high-level administrative, coordination, and executive support to ensure the smooth functioning of the Director's office. The role requires excellent organizational skills, confidentiality, communication abilities, and the capability to manage multiple priorities in a fast-paced environment.
Responsibilities
- Executive Support
- Manage the Director's calendar, appointments, meetings, and travel schedules.
- Coordinate internal and external meetings, conferences, and business events.
- Prepare meeting agendas, presentations, reports, and minutes of meetings (MOM).
- Screen calls, emails, and correspondence, prioritizing matters requiring immediate attention.
- Act as the primary point of contact between the Director and internal/external stakeholders.
- Coordination & Communication
- Follow up with departments on action points and project updates.
- Coordinate with clients, vendors, consultants, and business partners on behalf of the Director.
- Draft professional emails, letters, presentations, and business communications.
- Ensure timely dissemination of information and follow-up on pending tasks.
- MIS & Reporting
- Prepare daily, weekly, and monthly MIS reports.
- Track key business metrics, project status, and management reports.
- Maintain records, files, contracts, and confidential business documents.
- Assist in data analysis and preparation of management dashboards.
- Travel & Event Management
- Arrange domestic and international travel, accommodation, transportation, and itineraries.
- Manage logistics for board meetings, conferences, and corporate events.
- Handle travel expense reports and reimbursement documentation.
- Administrative Management
- Maintain confidential records and sensitive information with utmost discretion.
- Monitor and manage office requirements related to the Director's office.
- Ensure proper documentation and record management.
- Project & Business Support
- Track strategic initiatives and ensure timely completion of assigned tasks.
- Coordinate cross-functional projects and monitor deadlines.
- Assist the Director in special assignments, research, and business development activities.
Qualifications
- Graduate/Postgraduate in Business Administration, Commerce, Management, or related field.
- 3–8 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting senior management.
- Experience in handling senior leadership or director-level support.
Required Skills
- Excellent verbal and written communication skills.
- Strong coordination and stakeholder management abilities.
- Advanced knowledge of MS Office (Excel, PowerPoint, Word, Outlook).
- Strong presentation and report preparation skills.
- Excellent organizational and multitasking abilities.
- High level of confidentiality and professionalism.
- Ability to work under pressure and meet tight deadlines.
- Strong follow-up and problem-solving skills.
Preferred Skills
- Graduate/Postgraduate in Business Administration, Commerce, Management, or related field.
- 3–8 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting senior management.
- Experience in handling senior leadership or director-level support.
