Job Description:

Job Title: Executive Assistant (EA) to Managing Director

Location

Kolkata

Reporting To

Managing Director / Business Head

Job Summary

We are seeking a highly organized and proactive Executive Assistant to support the Managing Director in daily business operations, reporting, coordination, and project tracking. The role requires strong analytical, communication, and follow-up skills to ensure smooth execution of key business initiatives across departments.

Key Responsibilities

1. Management Reporting & Business Performance Monitoring

• Prepare daily performance reports by collecting data from all departments including HR, Operations, Utilities, Marketing, and Finance.

• Consolidate information into prescribed reporting formats for management review.

• Monitor actual performance against targets and highlight deviations, risks, and exceptions.

• Coordinate with department heads to obtain clarifications and ensure report accuracy.

2. Executive Coordination & Task Management

• Maintain and update daily task trackers, action items, and priority schedules for the Managing Director.

• Track medium-term and long-term projects and ensure timely follow-up with stakeholders.

• Coordinate internal and external communications on behalf of the Managing Director as required.

• Schedule meetings, follow-ups, and ensure closure of assigned action points.

3. Follow-up & Project Tracking

• Prepare and maintain MD task pending lists.

• Regularly follow up with department heads and team members regarding task completion.

• Update project status reports on a weekly or alternate-day basis.

• Escalate delays and bottlenecks for timely resolution.

4. Documentation & Record Management

• Maintain organized digital and physical filing systems.

• Create and manage formats, templates, records, and project documentation.

• Ensure proper documentation and easy retrieval of business-critical information.

5. Cross-Functional Coordination

• Act as a central coordination point for interdepartmental initiatives.

• Support implementation of system improvement and cost-saving projects.

• Facilitate communication and collaboration among various departments to ensure project success.

6. MIS & Business Analysis Support

• Learn and assist the MIS team in product costing activities.

• Support preparation of MIS reports and management dashboards.

• Analyze business data and provide insights for top management review.

• Assist in generating reports for strategic decision-making.

7. Additional Responsibilities

• Undertake any other assignments delegated by the Managing Director from time to time.

• Support special projects, audits, business reviews, and organizational initiatives.

Desired Candidate Profile

• Graduate/Postgraduate in Business Administration, Commerce, Engineering, or related field.

• 2–6 years of experience in Executive Assistant, MIS, Business Coordination, or Management Support roles.

• Strong proficiency in MS Excel, PowerPoint, Google Sheets, and reporting tools.

• Excellent organizational, communication, and follow-up skills.

• Ability to handle confidential information with discretion.

• Strong analytical mindset and attention to detail.

• Ability to work across functions and manage multiple priorities effectively.

Key Competencies

• Reporting & Data Analysis

• Executive Coordination

• Project Tracking

• MIS Reporting

• Stakeholder Management

• Documentation & Record Keeping

• Problem Solving

• Time Management

• Communication Skills