EA to Director

Job Title: Executive Assistant to Director (Female)

Job Description:

We are looking for an Executive Assistant to perform a variety of administrative tasks and support our company's senior-level managers. Executive Assistant's responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Qualification: Any Graduate or Post Graduate

Industry: Manufacturing Industry

Job Location: Shivaji Marg Delhi

Experience: 5 to 10 years of experience as an Executive Assistant, Personal Assistant or similar role with excellent verbal and communication skills

Responsibilities:

• · Act as the point of contact among executives, employees, clients and other external partners
• · Manage information flow in a timely and accurate manner
• · Manage executives' calendars and set up meetings
• · Make travel and accommodation arrangements
• · Rack daily expenses and prepare weekly, monthly or quarterly reports
• · Oversee the performance of other clerical staff
• · Act as an office manager by keeping up with office supply inventory
• · Format information for internal and external communication – memos, emails, presentations, reports
• · Take minutes during meetings
• · Screen and direct phone calls and distribute correspondence
• · Organize and maintain the office filing system
• Requirements:
• ·Key Responsibility Areas (KRAs)
• 1. Administrative & Office Support
•  Manage Director's calendar, appointments, and travel schedule efficiently.
•  Handle incoming communication – emails, calls, and correspondence – with
• confidentiality and professionalism.
•  Prepare reports, presentations, and correspondence for Director's review.
•  Maintain digital and physical filing systems for easy access to documents.
•  Ensure all routine documentation (approvals, reports, communication) is
• processed timely.
• 1. Departmental Coordination & Communication
•  Act as a central point of contact between Director and departments – Production,
• Quality, Accounts, HR, Purchase, and Sales.
•  Track and follow up on action points from all plant and departmental review
• meetings.
•  Manage the Automate Business App task list; ensure closure of tasks within due
• dates.
•  Support in compiling departmental MIS reports, manpower summaries, and
• production updates.
•  Ensure smooth communication flow between corporate and plant units.
• 1. Meeting & Review Management
•  Organize internal and external meetings – agenda, pre-read, data collection, and
• minutes.
•  Prepare monthly review presentations (production, maintenance, finance, HR,
• etc.).
•  Maintain a record of key decisions, commitments, and closure status.
•  Follow up systematically to ensure all assigned actions are completed.
• 1. Strategic & Business Support
•  Track and monitor key strategic projects: Quantum Leap PACE, new plant
• expansions, cost optimization, exports, etc.
•  Prepare executive summaries, research briefs, and updates for Director's
• strategic meetings.
•  Benchmark competitor activities, pricing trends, and operational best practices.

*

•  Maintain a "Director's Priority Tracker" to ensure progress on critical initiatives.
•  Support in preparing investor, customer, and Board-level presentations.
• 1. Systems, Dashboards & Automation
•  Develop and maintain dashboards for key business functions (QC, procurement,
• HR hiring, etc.).
•  Implement task tracking and reminder systems using Google Sheets, Apps
• Script, or Automate App.
•  Support departments in improving data accuracy, timeliness, and accountability.
•  Escalate delays in departmental task closures with proactive reporting.
• 1. Travel, Visit & Event Support
•  Arrange travel itineraries, transport, and accommodation for Director's visits.
•  Coordinate with plant administration for logistics and hospitality.
•  Organize vendor or client visits, reviews, and official functions.
• 1. Vendor & External Coordination
•  Coordinate with vendors, clients, and consultants for meetings, documentation,
• and payment follow-up.
•  Maintain confidentiality in handling contracts, proposals, or financial data.
•  Track vendor-related approvals and ensure timely processing.
• 1. Confidential & Personal Assistance
•  Handle confidential communication and sensitive data with discretion.
•  Manage select personal tasks (appointments, travel, communication) as directed.
•  Maintain a high level of trust, reliability, and proactive responsiveness.

*

• Measurement Metrics
• KRA Measurement Parameter Frequency Tracking Method
• Timely
• closure of
• Director-
• assigned
• tasks

*

• % of tasks completed within
• deadline

*

• Weekly Automate App / Excel

*

• Dashboard

*

• Meeting
• Prepared
• ness

*

• % of meetings with pre-read
• shared 24 hrs prior

*

• Weekly Meeting checklist

*

• MIS &
• Report
• Accuracy

*

• Number of corrections required
• by Director

*

• Weekly MIS tracker

*

• Follow-up
• Effective
• ness

*

• % of departmental action items
• closed on time

*

• Weekly Action Tracker

*

• Strategic Number of projects reviewed Monthly Project Dashboard

*

• Project
• Tracking

*

• monthly

*

• Automati
• on
• Impleme
• ntation

*

• Number of processes digitized
• / automated

*

• Quarterly Process improvement

*

• tracker

*

• Reporting & Coordination Structure
•  Reports To: Director
•  Coordinates With: All Department Heads, Plant Heads, and Corporate Teams
•  Authority: Authorized to follow up and obtain updates from all departments on
• behalf of the Director.

*

• Competency Profile
• Competency Description
• Business Acumen Understands manufacturing operations,
• KPIs, finance, and quality parameters.
• Communication & Follow-Up Polite, assertive, and clear in

*

• communication across hierarchy levels.
• Tech-Savvy Proficient with Google Workspace, Excel,
• Automate App, and dashboard tools.
• Confidentiality Handles sensitive company and personal

*

• data with integrity.

*

• Ownership & Proactiveness Anticipates requirements and initiates action

*

• independently.

*

• Multi-Tasking & Time Management Balances multiple priorities under tight

*

• timelines.

*

• Analytical Thinking Capable of summarizing data, identifying
• patterns, and presenting insights.

Team HR

Job Types: Full-time, Permanent

Pay: ₹45, ₹50,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Experience:

• total work: 1 year (Preferred)

Work Location: In person