Secretary / Executive Assistant

KEY RESPONSIBILITIES

1.      MANAGING DIRECTOR – WORK COORDINATION

• Coordinate and follow up on the Managing Director's day-to-day official activities.
• Maintain a list of important tasks, pending matters, commitments, and follow-ups.
• Coordinate with various departments on matters assigned by the MD.
• Ensure that instructions given by the MD are communicated to the concerned persons and followed up until completion.
• Provide regular updates to the MD regarding the status of important activities.
• Arrange and coordinate meetings, appointments, discussions, and official schedules as required.
• Maintain confidentiality of all management-related information and discussions.

2.     VENDOR FOLLOW-UP

• Coordinate with vendors and suppliers regarding quotations, orders, deliveries, payments, pending issues, and other business matters.
• Follow up regularly with vendors and obtain required information within the expected timelines.
• Escalate delays, discrepancies, and critical issues to the MD.
• Maintain proper records of vendor communications and pending follow-ups.
• Coordinate with Purchase, Accounts, Stores, Production, and other departments whenever required.

3.     EMAIL MANAGEMENT

• Monitor and verify the Managing Director's official emails regularly.
• Identify important, urgent, and routine emails.
• Forward emails to the appropriate department/person for necessary action.
• Follow up on emails requiring responses or action.
• Ensure important emails are not missed or delayed.
• Maintain proper email communication and filing records.

4.     EMAIL DRAFTING & CORRESPONDENCE

• Prepare professional email drafts on behalf of the Managing Director.
• Draft replies to vendors, customers, consultants, business associates, and internal departments.
• Prepare follow-up emails, clarification emails, reminder emails, enquiry emails, and other business correspondence.
• Review emails for grammar, clarity, accuracy, and professionalism before sending.
• Maintain appropriate tone and confidentiality in all official correspondence.

5.     DOCUMENTATION & REPORTING

• Prepare daily/weekly pending-task reports and follow-up status reports as required.
• Maintain records of quotations, vendor communications, approvals, correspondence, and important documents.
• Prepare summaries and brief reports for the MD whenever required.
• Ensure important documents and communications are properly organized and easily retrievable.

6.     INTER-DEPARTMENT COORDINATION

• Coordinate with HR, Purchase, Accounts, Production, Stores, Sales, Maintenance, and other departments on matters assigned by the MD.
• Obtain required information from departments and present it to the MD in a concise manner.
• Follow up on pending actions and ensure timely closure.

REQUIRED SKILLS & COMPETENCIES

• Excellent verbal and written communication skills.
• Strong email drafting and business correspondence skills.
• Good knowledge of MS Office – Word, Excel, PowerPoint, and Outlook/Gmail.
• Strong follow-up and coordination skills.
• Good analytical and quotation comparison skills.
• Excellent organizational and time-management abilities.
• Ability to prioritize urgent and important tasks.
• Strong attention to detail.
• Professional attitude and presentable personality.
• Ability to communicate effectively with vendors, senior management, and employees.
• Ability to handle confidential information with complete discretion.
• Proactive approach with a strong sense of ownership and responsibility.
• Ability to work under pressure and manage multiple assignments simultaneously.

PREFERRED EXPERIENCE

Candidates with experience as:

• Executive Assistant to MD / Director
• Personal Assistant / Executive Secretary
• Management Coordinator
• Senior Administration Executive
• Executive Coordinator

will be preferred.

Experience in a manufacturing / engineering / industrial organization will be an added advantage.

KEY PERFORMANCE INDICATORS (KPIS)

• Timely completion of MD-assigned tasks.
• Effective vendor follow-up and closure of pending matters.
• Accuracy in quotation verification and comparison.
• Timely response and management of important emails.
• Quality and professionalism of email drafts.
• Proper maintenance of records and documentation.
• Effective coordination between MD and various departments.
• Timely escalation of critical and delayed matters.

PERSONAL ATTRIBUTES

The ideal candidate should be mature, trustworthy, disciplined, highly responsible, proactive, well-organized, and capable of working independently while maintaining complete confidentiality in all matters related to the Managing Director and the organization.