Executive Assistant to VP

Job Description (JD) Executive Assistant to Vice President

1. Position Title: - Executive Assistant (EA) to VP

2. Reporting To: - VP

3.Salary Range: 35,000 per month (Subject to experience and capability)

Female candidate Preferred

Role Purpose

The Executive Assistant will act as the VP's operational extension and execution anchor.

This role is not limited to traditional secretarial work. The EA will function as the VP's voice across the organization ensuring disciplined follow-ups, structured delegation, accountability tracking, coordination across teams, and smooth handling of both professional and select personal responsibilities.

The core objective: To ensure the VP focuses only on thinking, strategy, and decision-making while execution is driven through structured follow-up and coordination.

4. Key Responsibilities

A. Follow-Up & Delegation Management (Primary Responsibility)

Maintain a structured delegation and follow-up system.

Track all tasks assigned by VP across departments.

Take clear time/date commitments from team members.

Follow up systematically until completion.

Escalate delays professionally when required.

Maintain daily task sheet and status tracker.

B. Calendar & Communication Management

Manage MD's calendar, appointments, and meetings.

Screen calls and emails.

Draft official emails, letters, and responses.

Take over email coordination within 3045 days of joining.

Ensure proper documentation of discussions and action points.

C. Interdepartmental Coordination

Act as MD's voice across Sales, Operations, Finance, HR, and other departments.

Ensure alignment between teams.

Remove bottlenecks through proactive follow-ups.

Support cross-functional execution of projects.

D. Research & Documentation

Conduct structured internet research.

Prepare summaries and briefing notes.

Maintain organized digital and physical documentation.

Handle Excel reports and data analysis.

E. Administrative & Personal Coordination

Handle selected personal coordination tasks of MD.

Coordinate travel, bookings, and appointments.

Manage vendor coordination where required.

5. Key Skill Requirements - Mandatory (Non-Negotiable)

Exceptional follow-up discipline

High integrity and honesty

Strong task-tracking capability

Ability to get work done from senior employees respectfully

Strong written and spoken English

Technical Skills

Strong command over MS Office (especially Excel & Word)

Comfortable with:

o Pivot Tables

o VLOOKUP / HLOOKUP

o Sheet linking

Email drafting skills

Google search proficiency

Basic shorthand (preferred)

6. Experience Required

35 years experience as Executive Assistant / Secretary / Office Coordinator

Experience reporting to MD / Director / Senior Leadership preferred

Stable job history (no frequent job changes)

7. Educational Qualification

Graduate (Secretarial qualification preferred)

8. Personal Attributes

Honest and trustworthy

High ownership mindset

Emotionally stable and mature

Respectful but assertive

Disciplined and structured

Comfortable handling both professional and personal tasks

Preferably staying within 45 minutes commute radius

Job stability in previous companies, long tenure has to be served.

10. Performance Metrics (KPI Framework for HR)

Task closure ratio (% tasks completed within committed timeline)

Follow-up accuracy

Escalation quality

MD dependency reduction index

Email drafting quality

Organizational coordination efficiency