JOB DESCRIPTION – EXECUTIVE ASSISTANT (EA)
Position: Executive Assistant (EA)
Department: Management / Administration
Location: Surat
Experience: 1–3 Years
Employment Type: Full-Time
Reporting To: Director / Senior Management
Job Summary
We are looking for a smart, organized, proactive, and highly responsible Executive Assistant to support senior management in day-to-day activities.
The candidate must have excellent English communication skills, strong follow-up abilities, good knowledge of Microsoft Office, basic understanding of AI tools, and good IQ, logical thinking, and problem-solving skills.
The ideal candidate should be able to manage multiple tasks, maintain confidentiality, follow up with different departments, and ensure that important tasks are completed on time.
Key Responsibilities
1. Management Support
Provide day-to-day administrative and professional support to the Director/Senior Management.
Manage schedules, meetings, appointments, and important reminders.
Prepare meeting agendas, notes, presentations, and reports as required.
Maintain proper records and documentation.
Handle confidential information with complete discretion.
2. Follow-Up & Coordination
Take regular follow-ups with HODs, managers, and employees on tasks assigned by management.
Maintain a task tracker and ensure deadlines are followed.
Follow up on pending activities and provide timely updates to management.
Coordinate between different departments to ensure smooth execution of tasks.
Escalate delays, issues, or important matters to management promptly.
Ensure action points discussed in meetings are properly tracked and completed.
3. Microsoft Office
The candidate should have good working knowledge of:
MS Excel – basic to intermediate formulas, data management, sorting/filtering, reports, and trackers.
MS Word – professional documentation and formatting.
MS PowerPoint – preparing professional presentations.
Microsoft Outlook – emails, calendar management, meetings, and scheduling.
Microsoft Teams – meetings, communication, and coordination.
4. AI & Technology
Basic understanding of AI tools and their practical use in office work.
Ability to use AI tools for drafting emails, preparing summaries, creating reports, research, and improving productivity.
Willingness to learn and adopt new AI-based tools and technologies.
Use technology to improve daily work efficiency and reduce repetitive tasks.
5. Communication
Handle professional communication with internal teams and external stakeholders.
Draft clear and professional emails and messages.
Communicate instructions and updates accurately.
Maintain professional communication on behalf of management when required.
6. Reporting & Documentation
Prepare daily/weekly/monthly task status reports.
Maintain trackers for important management activities.
Collect information from various departments and consolidate it into reports.
Ensure all records and documents are updated and properly maintained.
Required Skills
Excellent English communication – Mandatory.
Strong written and verbal communication skills.
Excellent follow-up and coordination skills.
Good knowledge of Microsoft Office.
Basic knowledge of AI tools.
Good IQ and logical reasoning ability.
Strong problem-solving and decision-making skills.
Good time-management and organizational skills.
Ability to prioritize multiple tasks.
Proactive and responsible approach.
High attention to detail.
Ability to maintain confidentiality.
Professional personality and positive attitude.
Candidate Profile
The ideal candidate should be:
Smart + Proactive + Well-Organized + Good Communicator + Strong in Follow-Up + Tech-Savvy
The candidate should not require constant supervision and should be capable of understanding instructions, taking ownership, following up independently, and providing timely updates to management.
Qualification
Bachelor's degree in Business Administration, Management, Commerce, or any relevant field.
1–3 years of experience as an Executive Assistant, Personal Assistant, Management Coordinator, Admin Executive, or similar role.
Key Performance Indicators (KPIs)
Timely completion of management-assigned tasks.
Follow-up effectiveness and closure of pending activities.
Accuracy of reports and documentation.
Meeting and schedule management.
Timely communication and updates.
Department coordination.
Quality and professionalism of emails and presentations.
Effective use of Microsoft Office and AI tools.
Ability to independently manage responsibilities.
Important Requirement
English Communication: Mandatory
Microsoft Office Knowledge: Mandatory
Follow-Up & Coordination Skills: Mandatory
Basic AI Knowledge: Required
Good IQ / Logical & Analytical Thinking: Required
Pay: ₹20,000.00 - ₹45,000.00 per month
Work Location: In person