Job Description

Job Title: Executive Assistant to Director (Female)

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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. 2. 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. 3. 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. 4. 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.
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? Maintain a "Director's Priority Tracker" to ensure progress on critical initiatives. ? Support in preparing investor, customer, and Board-level presentations. 5. 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. 6. 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. 7. 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. 8. 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.
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Measurement Metrics KRA Measurement Parameter Frequency Tracking Method Timely closure of Director- assigned tasks
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% of tasks completed within deadline
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Weekly Automate App / Excel
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Dashboard
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Meeting Prepared ness
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% of meetings with pre-read shared 24 hrs prior
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Weekly Meeting checklist
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MIS & Report Accuracy
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Number of corrections required by Director
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Weekly MIS tracker
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Follow-up Effective ness
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% of departmental action items closed on time
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Weekly Action Tracker
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Strategic Number of projects reviewed Monthly Project Dashboard
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Project Tracking
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monthly
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Automati on Impleme ntation
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Number of processes digitized / automated
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Quarterly Process improvement
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tracker
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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.
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Competency Profile Competency Description Business Acumen Understands manufacturing operations, KPIs, finance, and quality parameters. Communication & Follow-Up Polite, assertive, and clear in
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communication across hierarchy levels. Tech-Savvy Proficient with Google Workspace, Excel, Automate App, and dashboard tools. Confidentiality Handles sensitive company and personal
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data with integrity.
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Ownership & Proactiveness Anticipates requirements and initiates action
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independently.
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Multi-Tasking & Time Management Balances multiple priorities under tight
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timelines.
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Analytical Thinking Capable of summarizing data, identifying patterns, and presenting insights.
Team HR - 9690014351

Job Types: Full-time, Permanent

Pay: ₹45,000.00 - ₹50,000.00 per month

Benefits:

Health insurance Provident Fund
Experience:

total work: 1 year (Preferred)
Work Location: In person