Executive Assistant

Job Summary

We are looking for a highly organized and proactive Executive Assistant to the Managing Director to provide comprehensive administrative and business support. The role involves managing the MD’s work coordination, emails and correspondence, vendor follow-ups, quotation verification, reporting, and inter-departmental coordination while ensuring timely closure of assigned tasks and complete confidentiality.

Roles & Responsibilities

• Coordinate and follow up on the MD’s daily official activities, tasks, meetings, appointments, and schedules.
• Track pending matters, commitments, and action items and provide regular status updates.
• Coordinate with vendors on quotations, orders, deliveries, payments, and pending issues.
• Monitor, prioritize, draft, and follow up on important official emails and correspondence.
• Prepare professional emails, follow-ups, reminders, enquiries, reports, and business communications.
• Verify and compare quotations and escalate discrepancies or delays to the MD.
• Prepare pending-task reports, summaries, and follow-up status reports.
• Coordinate with HR, Purchase, Accounts, Production, Stores, Sales, Maintenance, and other departments.
• Maintain organized records of quotations, communications, approvals, and important documents.
• Ensure confidentiality of all management-related information and communications.

Mandatory Requirements

• Graduate / Postgraduate with 3–7 years of relevant experience.
• Excellent verbal and written communication skills.
• Strong email drafting and business correspondence skills.
• Proficiency in MS Word, Excel, PowerPoint, and Outlook/Gmail.
• Strong follow-up, coordination, organizational, and time-management abilities.
• Ability to prioritize tasks, manage multiple assignments, and work under pressure.
• Strong attention to detail and quotation comparison skills.
• Ability to handle confidential information with complete discretion.
• Professional, proactive, responsible, and independent approach.