Job Title: Executive Assistant to Managing Director – Furniture Factory
Location: Dhulagarh Factory and Kolkata Headoffice
Reports To: Managing Director
Role Overview
The Executive Assistant (EA) will provide comprehensive administrative and operational support to the Managing Director of a furniture manufacturing unit. The role involves managing schedules, coordinating across departments, handling communication, and ensuring smooth day-to-day functioning of the MD's office. The EA will play a key role in maintaining efficiency, organization, and timely execution of tasks.
Key Responsibilities
1. Executive & Administrative Support
- Manage the MD's calendar, appointments, and travel arrangements
- Prepare meeting agendas, presentations, reports, and minutes of meetings
- Screen calls, emails, and correspondence, ensuring timely responses
- Act as a liaison between the MD and internal/external stakeholders
2. Coordination & Communication
- Coordinate with departments such as production, procurement, accounts, and HR
- Facilitate smooth communication between the MD and factory teams
- Ensure alignment on priorities and deadlines across departments
- Assist in organizing internal meetings and reviews
3. Follow-Ups & Task Tracking
- Track action points from meetings and ensure timely completion
- Conduct regular follow-ups with teams and vendors on pending tasks
- Maintain trackers for ongoing work, deadlines, and commitments
- Escalate delays or issues to the MD proactively
4. Reporting & MIS
- Prepare daily, weekly, and monthly reports for the MD
- Compile data from various departments and present in a structured format
- Maintain dashboards to track key activities and performance indicators
5. Documentation & Record Management
- Maintain organized records of important documents, contracts, and communications
- Ensure proper filing and easy retrieval of information
- Assist in drafting letters, emails, and internal communications
6. Operational Support
- Assist the MD in monitoring factory operations and priorities
- Coordinate for site visits, vendor meetings, and internal reviews
- Support special projects or initiatives as assigned
Key Skills & Competencies
- Strong organizational and multitasking abilities
- Excellent communication and interpersonal skills
- High attention to detail and follow-through
- Proactive approach with strong follow-up skills
- Proficiency in MS Office (Excel, Word, PowerPoint)
- Ability to handle confidential information with discretion
Qualifications & Experience
- Bachelor's degree in Business Administration, Commerce, or related field
- 2–5 years of experience as an Executive Assistant or similar role
- Experience in a manufacturing or factory environment is an advantage
Key Performance Indicators (KPIs)
- Timeliness of task completion and follow-ups
- Accuracy and quality of reports and documentation
- Effectiveness in coordination across departments
- Responsiveness to MD's requirements and priorities
Additional Notes
- The role requires a high level of ownership and reliability
- Candidate should be proactive, disciplined, and able to work in a fast-paced environment
- Strong follow-up and coordination skills are critical for success
