Executive Assistant

Job Title: Office Administrator

Department: Administration / PA

Reports To: Director

Location: Saki Naka, Mumbai

Employment Type: Full-Time

EXECUTIVE ASSISTANT – MANAGEMENT COORDINATION & HR

Reports To: Business Owner / Managing Director

Industry: Engineering Manufacturing – Electroplating, CNC/VMC Machining & Speciality Engineering Components

Role Purpose

The Executive Assistant will work closely with the Business Owner and act as a central coordination point between management and various departments. The role will combine Executive Assistance, HR Coordination, MIS Reporting, Meeting Management, Follow-up and Marketing Coordination.

The objective is to ensure that the Business Owner receives timely information, important actions are followed up, meetings are organised effectively, and routine coordination activities do not require the Owner's constant involvement.

Key Responsibilities

• Manage the Business Owner's calendar, appointments, meetings and reminders.
• Coordinate customer, supplier, employee and external stakeholder meetings.
• Collect daily, weekly and monthly MIS from Production, CNC/VMC, Quality, Design, Accounts, Admin and other teams.
• Highlight production delays, quality issues, pending orders, customer concerns and other matters requiring management attention.
• Maintain a Management Action Tracker and follow up with responsible employees until closure.
• Prepare meeting agendas, Minutes of Meeting and follow-up action points.
• Coordinate routine HR activities, including recruitment, interview scheduling, joining formalities, employee documentation, attendance, leave, induction, training, probation and employee records.
• Support the Business Owner in customer and business-development follow-up.
• Coordinate quotations, customer visits, presentations and pending business actions.
• Coordinate marketing activities, including brochures, company presentations, exhibitions, product photographs and promotional activities.
• Manage or coordinate the organisation's LinkedIn and other approved social-media platforms.
• Coordinate regular posts on products, manufacturing capabilities, achievements, events and company developments.
• Monitor digital enquiries and ensure they are forwarded and followed up internally.
• Maintain confidentiality of employee, customer, commercial and business information.

Key Skills Required

The candidate should have strong:

• Communication and coordination skills
• Follow-up ability
• MIS and reporting skills
• MS Excel, Word and PowerPoint knowledge
• Calendar and meeting management
• HR administration knowledge
• Documentation and organisational skills
• LinkedIn / Social-media familiarity
• Professional discretion and confidentiality

The person should be proactive, organised, systematic, assertive and comfortable following up with employees at different levels.

Qualification & Experience

1.    Graduate in Commerce, Management, HR, Business Administration, Engineering or related field.

2.    Preferably 0 - 2years Experience in an engineering/manufacturing SME will be preferred. Fresher may also apply if they are willing to take up the challenge.

Key Success Measure

The Executive Assistant should ensure that: “Nothing important is forgotten, delayed or remains unreported to the Business Owner.” The role should gradually help the Business Owner spend less time chasing routine activities and more time on customers, strategy, new products and business growth.