Urgent job opening Executive assistant to MD for one of the leading manufacturing company

Job Description:

Location: Hungerford Office, Kolkata

Reports to: Managing Director (Iron & steel manufacturing company)

Nature of Role: Full-time, high-trust, hybrid professional + personal EA position

Role Purpose

To act as an extension of the Managing Director — ensuring his professional, personal, and family ecosystem runs smoothly and efficiently. The EA’s core mission is to free up the MD’s time by anticipating needs, managing communication, driving execution through others, and ensuring every commitment is fulfilled flawlessly.

Key Responsibilities

• Calendar, Meetings & Communication
• Manage and prioritize MD’s calendar across office, industry (ACMA, IIF, YPO), and family commitments.
• Join online and in-person meetings to take structured notes, identify action items, and delegate tasks to concerned people.
• Track and follow up until completion — ensuring accountability and quality of execution.
• Review MD’s emails and WhatsApp periodically, draft/respond where appropriate, and flag key items needing attention.
• Task & Follow-Up Management
• Maintain an updated Action Tracker for all commitments made by or to the MD.
• Proactively follow up with internal teams, senior managers, vendors, suppliers, and external partners to ensure tasks are completed.
• Escalate delays tactfully and professionally, maintaining relationships while driving results.
• Travel, Bookings & Logistics
• Manage all domestic and international travel (flights, hotels, taxis, visas, insurance, forex).
• Coordinate travel for family members as needed.
• Prepare itineraries and ensure seamless execution of every trip.
• Banking, Finance & Documentation
• Track and handle personal and family credit cards, payments, reimbursements, and banking coordination.
• Maintain updated files for insurance, passport renewals, licenses, and official documentation.
• Home & Family Coordination
• Liaise with household staff and vendors for repairs, bills, maintenance, and logistics.
• Visit residence regularly to ensure smooth operations and pending tasks are completed.
• Support wife, son, and daughter in personal logistics (courier, school/college forms, domestic help coordination, etc.).
• External & Government Liaisoning
• Interact with authorities, service providers, and government offices for documentation, renewals, and permissions as required.
• Professionalism & Communication
• Be highly responsive on WhatsApp, calls, and email during working hours and when needed after hours.
• Maintain utmost confidentiality, discretion, and integrity.

Key Performance Indicators (KPIs)

• 100% of tasks assigned to or through MD tracked and closed within timeline.
• Zero missed deadlines or scheduling conflicts.
• Bills, travel, and card payments completed before due dates.
• Emails and messages actioned within the same working day.
• Family logistics handled seamlessly and proactively.
• Positive feedback from MD and family on responsiveness and reliability.

Competencies (Top grading A-Player Traits)

Cultural Alignment (Company's Core Values)

• Better Every Day in Every Way – Constantly improving systems and efficiency.
• Integrity & Trust – Absolute confidentiality with financial, personal, and business information.
• Outcome-Driven – Measures success by results, not effort.
• Respect & Discipline – Works respectfully with family and team members.
• Execution Excellence – Ensures plans turn into reality through structured follow-ups.