Assistant to Managing Director

2 weeks ago

Ahmedabad, Gujarat, India Earthen Textures Pvt Ltd Full time ₹ 60,00,000 - ₹ 1,50,00,000 per year

Salary Range: 30, ,000

Role Summary

The Executive Assistant to Managing Director & Chairman is responsible for providing high-level administrative, operational, and strategic support to the MD. The role ensures seamless execution of daily business activities, efficient communication, calendar management, decision-making support, confidential documentation, and cross-functional coordination across all departments.

Key Responsibilities1. Calendar & Schedule Management

  • Organize and manage the MD's schedule, meetings, travel, and daily agenda.
  • Set priorities and avoid conflicts in appointments.
  • Prepare daily and weekly briefings for MD reference.

2. Communication Handling

  • Manage emails, phone calls, messages, and follow-ups on behalf of the MD.
  • Act as a gatekeeper between internal teams and MD.
  • Coordinate communication with stakeholders such as:
  • Board of Directors
  • Business Partners
  • Clients & Vendors

3. Documentation & Reporting

  • Draft, review, and maintain documents including:
  • Business Letters
  • MoMs (Minutes of Meetings)
  • Project Reports
  • Confidential Files
  • Maintain a well-organized digital and physical filing system.

4. Strategic & Operational Support

  • Assist MD in business planning, presentations, and data preparation.
  • Prepare slides using:
  • Microsoft PowerPoint**
  • Google Slides**
  • Provide data insights, summaries, trends using dashboards and Excel sheets.

5. Travel & Logistics Coordination

  • Handle domestic/international travel booking:
  • Flight tickets, hotels, itineraries, transport.
  • Travel planning with best options, cost management, time efficiency.

6. Internal Coordination & Task Tracking

  • Track ongoing tasks assigned by MD to teams and departments.
  • Conduct status reviews, ensure timely submissions, escalate delays.
  • Coordinate across:
  • Sales Department
  • Marketing Department
  • Operations & Production
  • Finance & Accounts
  • HR Department

7. Confidentiality & Compliance

  • Maintain 100% confidentiality in all conversations, files, and decisions.
  • Handle contracts, papers, compliance documentation, NDAs carefully.

Skills Required

  • Excellent organizational and multitasking ability.
  • Strong written and verbal communication.
  • High proficiency in:
  • Microsoft Office**
  • Google Workspace**
  • MS Excel (Formulas, Pivot, Dashboard)
  • Decision making, time management, problem solving.
  • Ability to handle pressure and dynamic business needs.

Behavioral Requirements

  • Loyal, proactive, and solution-driven mindset.
  • Strong business understanding and fast learner.
  • Calm, mature, polished, resourceful, trustworthy.

Education & Experience

  • Bachelor's degree preferred (Business Administration, Commerce, Arts, etc.).
  • 1–5 years of experience in:
  • Executive Administration**
  • MD Office Coordination**

Challenges in the Role

  • Handling fast-changing schedules.
  • Maintaining accuracy, clarity, and confidentiality.
  • Coordinating multiple teams and stakeholders without delays.

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