Job Description

The Executive Assistant (EA) is the operational right hand to the Managing Director (MD), responsible for managing the MD's office with precision, confidentiality, and follow-through. The role demands excellent time management, clear communication, disciplined reporting, coordination, and ownership of company-wide follow-ups and priorities. This is a leadership enabler position - not clerical - where the EA helps drive SKGM's high-performance culture.

Key Responsibilities

Calendar, Scheduling & Meeting Management

Maintain and prioritize MD's calendar - planning internal review schedules, departmental touchpoints, vendor meetings, plant reviews, and strategic discussions. Block time slots for reflection, decision-making, and deep work; avoid unnecessary disturbances. Plan weekly and monthly agendas in alignment with MD's quarterly and annual strategic goals.

Communication & Email Coordination

Draft, organize, and respond to internal and external communication on MD's behalf - including follow-up mails to vendors, internal memos, inter-departmental notes, and event invitations. Prepare emails that reflect the MD's tone, values, and intent with clarity and professionalism. Maintain a structured record of key communications and escalate unanswered messages.

Travel Planning & Guest Coordination

Organize MD's travel - air/rail bookings, hotel arrangements, meeting schedules, transport, and briefing material. Coordinate travel of visitors/vendors/government officials when needed - create welcome kits, info packs, and structured visit itineraries. Ensure smooth logistical support, whether for one-on-one meetings, conferences, or plant visits.

Reporting, Review & Action Discipline

Maintain a live Weekly & Monthly Reporting Tracker for all key departments:
Sales, QA, Production, Procurement, Dispatch, Finance, HR.

Review reports for completeness, clarity, and alignment before submission to MD. Track and compile shift-wise production reports, SAP data, stock positions, daily sales vs target, and complaint dashboards.

Action Tracking & Time-Bound Execution

Maintain a real-time MD Action Tracker - recording key decisions and assigning follow-ups with owners and deadlines. Push for timely closure of action points from all internal meetings, review sessions, and vendor interactions. Follow up via mail, WhatsApp, and meetings - and provide MD with a daily dashboard on status of key priorities.

Assisting in Decision Making

Prepare brief notes with background data and options before major decisions (e.g. vendor changes, pricing approvals, shift performance issues, capital expenditure). Bring cross-functional inputs to the MD by connecting the dots across reports and meetings. Anticipate next steps and prepare what MD needs in advance - "don't wait to be told".

Internal Coordination & Branding Support

Support internal communications - such as staff circulars, review memos, celebration notes, hygiene & audit instructions, etc. Assist in compiling decks, visuals, and short notes for marketing campaigns or promotional videos Liaison with design team for timely, accurate, and brand-consistent output.

Knowledge & Technical Skills

Microsoft Excel (trackers, dashboards, timelines) PowerPoint (MD review decks, presentations)
(sales reports, production logs, rejection)

WhatsApp Web, Gmail, Google Sheets/Docs Comfort with creating and interpreting performance reports, charts, and timelines.

Personal Attributes

Execution-oriented: Doesn't just follow instructions, but ensures action till closure Highly organized: Can juggle multiple projects, follow-ups, and meetings without confusion Proactive & forward-thinking: Thinks two steps ahead of MD's needs Trustworthy & discrete: Handles sensitive data and confidential information with maturity Detail-obsessed: Spelling, formatting, figures - everything must be crisp and accurate Communicative & polite: Can deal professionally with vendors, HODs, and staff High responsiveness: Always available when MD needs urgent support

What Success Looks Like

MD's time is well-structured, focused, and high-impact All meetings run with clear agendas, notes, and follow-ups Reports are received, reviewed, and acted upon before deadlines SKGM departments experience smoother coordination, faster decisions, and more accountability Culture of discipline, ownership, and strategic clarity spreads from the MD's office outward

Career Growth Path

This role is a leadership-enabling position with growth rooted in execution mastery, coordination discipline, and operational excellence.

Possible growth trajectories include:

Manager - MD's Office Operations Internal Communications & Reporting Lead Office Process & Discipline Coordinator Assistant Manager - Executive Coordination & Planning
Bachelor's Degree (minimum) in Business Administration, Commerce, Management, or Communication

Master's Degree (optional but preferred) in MBA - Operations / HR / General Management / Executive Communication

Work Experience:

Minimum 4 to 7 years of experience in roles such as: Executive Assistant / Executive Coordinator Office of the CEO/MD/Chairman Admin + Planning Coordinator roles Senior Secretary roles in structured corporate environments Preference for candidates with prior experience in: Manufacturing, Agro-processing, FMCG, or Mid-to-Large Scale Enterprises Plant/Factory-based MDs or founders with multi-department reporting

Language & Communication:

Fluency in English and Hindi - written and verbal Must be able to draft mails, structure reports, and prepare agendas independently Strong telephone & meeting handling etiquette with internal and external stakeholders
Job Type: Full-time

Pay: ₹35,000.00 - ₹40,000.00 per month

Benefits:

Cell phone reimbursement Commuter assistance Health insurance Internet reimbursement Paid sick time Paid time off Provident Fund
Language:

English (Preferred)
Work Location: In person