Executive Assistant to Managing Director at ARTI CHEMICAL… · Naroda…

Executive Assistant to the Managing Director

Location: Ahmedabad, Gujarat
Department: Management / Corporate Office
Reporting To: Managing Director
Employment Type: Full-time

Job Purpose

The Executive Assistant to the Managing Director will provide high-level administrative, coordination, communication, and business support to the Managing Director. The role requires excellent organizational skills, confidentiality, follow-up ability, and the capacity to coordinate with internal departments, customers, suppliers, consultants, and other stakeholders.

The Executive Assistant will help the Managing Director manage priorities, meetings, correspondence, business reviews, and important assignments efficiently.

Key Responsibilities

1. Calendar and Meeting Management

• Manage the Managing Director’s daily calendar, appointments, meetings, and travel schedule.
• Schedule internal and external meetings and coordinate with relevant participants.
• Prepare meeting agendas, presentations, and supporting documents.
• Record meeting minutes and ensure timely follow-up on action points.
• Monitor important deadlines, commitments, and pending decisions.

2. Business Coordination

• Coordinate with sales, production, purchase, finance, logistics, HR, and R&D departments.
• Collect and consolidate reports required by the Managing Director.
• Track departmental targets, key business updates, and pending matters.
• Follow up with concerned employees and managers on instructions issued by the Managing Director.
• Assist in preparing management review reports and business presentations.

3. Communication and Correspondence

• Draft and review emails, letters, notices, reports, and business communications.
• Handle communication with customers, suppliers, business associates, consultants, and government authorities as directed.
• Maintain professional communication on behalf of the Managing Director.
• Ensure that important correspondence is properly recorded and followed up.

4. Documentation and Reporting

• Prepare MIS reports, summaries, presentations, and management dashboards.
• Maintain confidential files, agreements, reports, and important company records.
• Organize documents related to meetings, projects, investments, and business decisions.
• Maintain a proper system for tracking pending tasks and follow-ups.

5. Travel and Event Coordination

• Arrange domestic and international travel, hotel bookings, transportation, and meeting schedules.
• Coordinate participation in exhibitions, conferences, customer meetings, and business events.
• Prepare travel itineraries and ensure that all required documents are available.

6. Special Projects

• Assist the Managing Director in strategic and operational projects.
• Conduct basic research and prepare summaries on markets, competitors, customers, suppliers, and business opportunities.
• Coordinate special assignments requiring cross-functional involvement.
• Support new business initiatives, export development, and management-level projects as required.

7. Confidentiality and Professional Conduct

• Maintain strict confidentiality regarding company information, financial matters, business plans, customer details, and management discussions.
• Exercise discretion when handling sensitive documents and communications.
• Represent the Managing Director professionally and responsibly.

Candidate Profile

• Graduate in Business Administration, Commerce, Management, or a related field.
• 3–7 years of experience as an Executive Assistant, Personal Assistant, Management Coordinator, or similar role.
• Experience in a manufacturing, chemical, engineering, export, or corporate environment will be an advantage.
• Excellent written and spoken English.
• Strong knowledge of MS Office, particularly Word, Excel, PowerPoint, and Outlook.
• Good organizational, communication, presentation, and follow-up skills.
• Ability to manage multiple priorities and work under deadlines.
• Mature, professional, dependable, and highly discreet.
• Willingness to travel occasionally, if required.

Preferred Skills

• Experience in preparing MIS reports and management presentations.
• Knowledge of business correspondence and corporate documentation.
• Familiarity with ERP systems, CRM software, and online meeting platforms.
• Ability to coordinate with senior management and department heads.
• Strong attention to detail and problem-solving ability.
• Good interpersonal skills and professional etiquette.

Key Performance Indicators

• Timely completion of assigned tasks and follow-ups.
• Accuracy and confidentiality of documents and reports.
• Effective calendar and meeting management.
• Quality and timeliness of management information.
• Coordination between the Managing Director and various departments.
• Responsiveness to urgent and high-priority assignments.

Pay: ₹12,701.60 - ₹46,075.13 per month

Benefits:

• Cell phone reimbursement
• Health insurance
• Leave encashment
• Provident Fund

Work Location: In person