EA to MD Manufacturing Industries

Position Title Executive Assistant to MD 
Business/Vertical  Corporate  
Department/ Function MD office 
Job Responsibility Level Middle Management 
Designation/ Grade Manager 
Location Head Office – Gurugram 
Reporting To Managing Director 
Direct Reportee’s Individual Contributor  
Span of Controls No Direct Span of Control

Behavioral Competencies Technical Competencies 
Business Acumen Calendar & Schedule Management, SAP Experience 
Confidentiality & Integrity Documentation & Record Management 
Ownership & Accountability Travel & Meeting Management 
Good Interpersonal & Communication Skills Basic Financial & Business Understanding 
 Prioritization & Time Management Meeting Coordination & Minutes of Meeting (MoM)

Professional Qualifications Grad/Post Grad  
Age 35-38 yrs 
Experiences 10-12 yrs  
Preferred Industry Manufacturing

Business 
Development 
1. Performance Review & Management Reporting 
• Managing and coordinating all Weekly/ Monthly Performance Review (MPR) meetings with 
Department Heads 
• Preparing Minutes of Meetings (MoM) and ensuring timely follow-up on action items with 
respective department heads. 
• Tracking assigned tasks and updating management on progress and completion status. 
• Maintaining all pending action points, follow-up items, and closure reports. 
 
2. Calendar & Meeting Management 
• Managing the Managing Director's calendar, including planning and scheduling of internal and 
external meetings.

• Coordinating international meetings with customers, ensuring seamless arrangements and 
scheduling. 
• Monitoring and tracking monthly utilization of MD’s time across planned meetings, unplanned 
meetings, travel, and other activities. 
 
3. Executive Support & Coordination 
• Providing comprehensive executive assistance to the Managing Director in planning business 
activities and strategic engagements. 
• Preparing meeting materials, including one-page reports, discussion pointers, meeting 
agendas, and presentations. 
• Organizing meeting venues, customer visits, business dinners, and related logistics. 
 
4. Communication & Correspondence Management 
• Drafting, reviewing, and sending internal and external communications on behalf of the 
Managing Director. 
• Acting as a liaison between the Managing Director and departmental heads for effective 
communication and execution of directives. 
 
5. Task Monitoring & Follow-Up 
• Following up with functional heads on commitments, deadlines, and key deliverables. 
• Maintaining trackers for all "To-Do" activities, action plans, and management follow-up points. 
 
6. Documentation, Data Management & Confidentiality 
• Maintaining files, records, and databases in a systematic and organized manner. 
• Ensuring complete confidentiality and security of sensitive information and management data. 
• Managing and updating executive records and documentation for easy retrieval and reference. 
 
7. System Administration & Approvals 
• Handling approvals and workflow management in the Director's SAP system. 
• Ensuring timely processing of approvals and coordination with concerned stakeholders. 
 
8. Expense Management 
• Managing the Managing Director's monthly expenses and maintaining expense records. 
• Coordinating with the Accounts department for submission and processing of invoices, 
reimbursements, and related documentation.