Executive Assistant to MD

Job Description:

 Planning, scheduling & coordinating appointments & meetings, providing
reminders, maintaining & updating diary of daily commitments & weekly
calendar on a proactive basis.
 Interacting with & rendering assistance to select HNI & VIP customers,
coordinating certain critical Outdoor Catering & Party Orders, VIP
reservations, etc.
 Receiving calls, taking messages, screening & prioritizing calls & mails.
 Taking down dictations & appropriately drafting data points &
correspondences, proactively responding to queries received through
calls/mails based on feedback & preferences conveyed by the Managing
Director.
 Preparing, editing & compiling agendas, minutes, correspondences &
presentations.
 Organizing & maintaining files, documents as well as other office records,
both offline & online, preserving & safeguarding confidential data &
documents in an efficient manner.
 Making travel arrangements (ticketing, hotel reservations, etc.) on behalf of
the Managing Director & other senior executives, coordinating with outstation
visitors & proactively looking after their boarding & lodging arrangements,
based on preferences conveyed by the Managing Director.
 Undertaking primary as well as secondary research & accordingly, developing
briefs, reports & presentations as per pre-determined timelines.
 Proactively observing & recording various discussions/conversations
undertaken by the Managing Director from time to time & accordingly, framing
action plans.
 Managing communication pertaining to projects, new launches as well as
other such expansion & diversification undertakings that directly come under
the purview of the Managing Director.
 Imparting induction & training to select employees hired for functions that are
directly or indirectly associated to those of the Managing Director’s office.
 Coordinating with outstations suppliers & vendors (China, Italy, etc.)
quotations, purchase orders, purchase/ delivery payments.
 Responding to various inquiries - internal as well as external, acting as a
point of contact between the Managing Director & other employees, tracking
the work plan allocated to certain employees by the Managing Director &
monitoring timelines with regard to the same.
 Organizing & maintaining files, documents as well as other office records,
both offline & online, preserving & safeguarding confidential data &
documents in an efficient manner.
 Negotiating with various suppliers, vendors & contractors, receiving
competitive quotations, making comparisons, making purchases of materials
& supplies based on feedback received from the Managing Director.
 Spearheading all coordination pertaining to maintenance, upkeep & repair of
corporate as well as outlet & store infrastructure (on a case to case basis), as
per directions & preferences issued by the Managing Director from time to
time.
 Undertaking primary as well as secondary research & accordingly, developing
briefs, reports & presentations as per pre-determined timelines.
 Proactively observing & recording various discussions/conversations
undertaken by the Managing Director from time to time & accordingly, framing
action plans.

Note: It’s Special Requirement for EA a part from Corporate Office Policy.
 EA has to work for 09 hours in a day according to the assigned shift.
 C/off will be availed in case EA has worked on his/her week off for the said
week. It should avail within thirty days and it should not be clubbed with
weekly off.
 EA will get only one weekly off once in a week, it may be any one day in a
week (Monday to Sunday).
 Management has reserved all the rights to take decision time to time if
required.