Executive Assistant to Managing Director

Job Description

Executive Assistant to the Managing Director Reports to: Managing Director Location: Chandigarh Employment type: Full-time Compensation: Rs 20,000 – Rs 40,000 per month, based on experience and skillsRole SummaryThe Executive Assistant (EA) is the Managing Director’s voice and execution arm inside the organisation. The EA carries out tasks on the MD’s behalf, secures delivery commitments from team members, and follows up relentlessly until work is closed. The EA has no personal targets in sales, operations or finance; their sole accountability is to ensure that what the MD wants done, gets done, on time. The goal of the role is to free the MD from doing, so the MD can focus on thinking and decision-making.We are looking for someone sharp, proactive and persistent, in the mould of a high-energy, highly organised right hand, rather than a conventional secretary.Key Responsibilities1. Task Delegation and Follow-up (Core Responsibility)Receive the MD’s daily task list after the morning planning session and communicate each task to the relevant team members on the MD’s behalf.For every task, obtain a committed completion date and time from the owner, and record it in the Delegation Sheet.Follow up on or before each committed deadline. If a task is incomplete, secure a revised commitment and record it.Escalate to the MD when team members are unresponsive or non-cooperative, so the MD can address it directly.Maintain a running follow-up list, carrying forward open items daily and reporting status to the MD.2. Communication ManagementManage the MD’s primary email inbox: read incoming mail, learn the MD’s response style, and take over drafting and sending responses within 15 to 30 days of joining.Handle forwarded calls and messages using agreed response protocols.Act as the first point of contact for the MD’s internal team, clients and external contacts, and follow up with clients when requested.Draft professional letters, emails and notes with accurate written English.3. Calendar, Coordination and AdministrationManage the MD’s calendar, meetings, travel and appointments.Coordinate with the office runner/support staff for routine office work.Prepare reports, presentations and MIS data in MS Excel and Word.Maintain files, records and documentation in an organised manner.4. Research SupportConduct web research as directed by the MD, compile and print findings, and run deeper research on shortlisted sub-topics.5. Personal Task SupportHandle the MD’s personal tasks as part of the role (for example, booking tickets and restaurants, arranging home repairs and other errands), as agreed at the time of joining.6. Transition PlanOver the first two months, progressively take over all of the MD’s execution work, so that the EA handles everything except thinking and decision-making.Required Qualifications and Experience3 to 5 years of experience as an assistant, secretary or executive assistant to a senior leader or MD. Candidates with strong office coordination and administration experience will also be considered.Graduate; a secretarial or office management diploma or training is preferred.Stable work history, with no pattern of frequent job changes.Key Skills and CompetenciesMost important (non-negotiable):Excellent follow-up skills: tracks multiple open tasks, remembers commitments, and pursues them to closure.Integrity and honesty, with demonstrated reliability.Ability to get work done through others, including senior colleagues, without being deterred by resistance or ego.Also required:Strong command of spoken and written English.Working knowledge of MS Office, especially Excel (formulas, VLOOKUP/HLOOKUP, pivot tables, linking sheets) and Word.Effective internet research using Google.Proactive, takes ownership, and communicates with confidence and tact.Discretion in handling confidential information.Good to have: Shorthand.Trainable on the job: Most other skills can be developed through training, provided the core qualities above are present.Working Style ExpectationsOperates as the MD’s voice: communicates tasks and follow-ups in the MD’s name, and does not carry personal agendas.Willing to take on personal tasks for the MD alongside professional ones.