Job Description

URGENTLY HIRING FOR EXECUTIVE ASSISTANT TO MD!!

Job Title: Executive Assistant to the Director

Department: Executive / Administration

Location: SITAPURA

Reports To: Director of the Company

Job Overview:

We are seeking a highly organized and proactive Executive Assistant to support the Director of our HDPE pipe manufacturing company. This position requires an individual who is capable of handling the Director's daily work follow-ups, coordinating with various departments, and assisting with personal tasks and scheduling. The ideal candidate should be detail-oriented, proactive, and able to manage both professional and personal tasks effectively, ensuring that the Director's workload is streamlined and efficiently managed.

Key Responsibilities:

Daily Follow-Ups & Task Management:

Follow up on the Director's action items and ensure that tasks are completed by various departments (e.g., production, procurement, HR, finance).

Monitor ongoing projects and ensure deadlines are met by coordinating between departments.

Prepare daily or weekly to-do lists and ensure that the Director's tasks are prioritized effectively.

Coordination with Departments:

Act as the main point of contact between the Director and other internal departments to relay information and resolve issues.

Schedule and coordinate meetings, calls, and discussions between the Director and department heads to track the progress of key initiatives.

Ensure that the Director's instructions and feedback are clearly communicated to relevant departments and follow up on their execution.

Personal Assistance & Scheduling:

Manage the Director's personal schedule, appointments, and personal errands (e.g., family matters, travel arrangements, personal meetings).

Coordinate with vendors, service providers, and other third parties for personal needs, ensuring the Director's personal and professional life is seamlessly managed.

Organize the Director's personal travel arrangements, including flights, accommodations, and itineraries.

Calendar Management & Meeting Coordination:

Manage the Director's calendar, scheduling meetings, conference calls, and appointments, ensuring there are no scheduling conflicts.

Prepare agendas, gather documents, and provide necessary briefing material ahead of meetings for the Director.

Attend meetings as required, take notes, and ensure that action points are recorded and followed up on promptly.

Document & File Management:

Draft, proofread, and prepare emails, letters, and reports for the Director, ensuring clarity and professionalism.

Maintain and organize both personal and professional files, documents, and records for easy access.

Handle confidential information with the utmost discretion.

Communication & Correspondence:

Handle inbound and outbound communication (emails, phone calls, etc.) on behalf of the Director, responding when appropriate or redirecting to the relevant department.

Serve as a liaison between the Director and key stakeholders, including clients, suppliers, and business partners.

Project Management & Follow-Up:

Assist in the management of key projects by tracking milestones, deadlines, and deliverables.

Provide updates to the Director on project progress and ensure that team members stay on track with assigned tasks.

Travel Coordination:

Coordinate domestic and international travel plans for the Director, including booking flights, accommodations, and transportation.

Prepare detailed travel itineraries and ensure that all travel-related logistics are arranged efficiently.

Ad-hoc Support:

Provide any additional administrative support required by the Director, including handling special requests and coordinating events or conferences.

Handle confidential and sensitive matters with discretion, ensuring that the Director's workload is well managed.

Skills & Qualifications:

Education: Bachelor's degree in Business Administration, Management,

Experience: Minimum 3-5 years of experience as an Executive Assistant, Personal Assistant, or similar role, ideally in a manufacturing or industrial environment.

Technical Skills:

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and communication tools (e.g., Zoom, Skype).

Familiarity with project management tools (e.g., Trello, Asana, Microsoft Project) is a plus.

Strong knowledge of calendar and email management tools.

Key Skills:

Exceptional organizational skills and ability to manage multiple tasks and priorities efficiently.

Strong verbal and written communication skills with attention to detail.

High level of discretion and ability to handle confidential information.

Strong interpersonal skills and the ability to interact with executives, clients, and employees at all levels.

Proactive problem-solving skills and a solution-oriented mindset.

Ability to remain calm under pressure and manage changing priorities.

Other:

Excellent time-management skills with the ability to work independently.

Ability to maintain a professional demeanor even in challenging situations.

Knowledge of HDPE pipe manufacturing processes or industrial environments is a plus.

Working Conditions:

Full-time position.

Primarily office-based, with some flexibility for remote work when necessary.

Standard working hours (Monday to Saturday), with occasional flexibility required based on the Director's schedule and urgent needs.

Salary Range : 30K To 35K CTC Per Month

Job Location : Jaipur

Job Type: Full-time

Pay: ?30,000.00 - ?35,000.00 per month

Schedule:

• Day shift

Experience:

• total work: 3-5 years (Preferred)

Work Location: In person

Job Type: Full-time

Pay: ?30,000.00 - ?35,000.00 per month

Job Type: Full-time

Pay: ?30,000.00 - ?35,000.00 per month

Schedule:

• Day shift

Education:

• Bachelor's (Preferred)

Experience:

• total work: 3 years (Preferred)

Language:

• English (Preferred)

Work Location: In person