EA to VP

Job Description (JD) – Executive Assistant to Vice President

Ahmadabad candidate Preferred

Female candidate only

Salary Range: ₹35,000 per month (Subject to experience and capability)

1. Position Title: - Executive Assistant (EA) to VP

2. Reporting To: - VP

3. Role Purpose

The Executive Assistant will act as the VP’s operational extension and execution anchor.

This role is not limited to traditional secretarial work. The EA will function as the VP’s voice across the organization — ensuring disciplined follow-ups, structured delegation, accountability tracking, coordination across teams, and smooth handling of both professional and select personal responsibilities.

The core objective:

To ensure the VP focuses only on thinking, strategy, and decision-making — while execution is driven through structured follow-up and coordination.

4. Key Responsibilities

A. Follow-Up & Delegation Management (Primary Responsibility)

- Maintain a structured delegation and follow-up system. - Track all tasks assigned by VP across departments. - Take clear time/date commitments from team members. - Follow up systematically until completion. - Escalate delays professionally when required. - Maintain daily task sheet and status tracker.

B. Calendar & Communication Management

- Manage MD’s calendar, appointments, and meetings. - Screen calls and emails. - Draft official emails, letters, and responses. - Take over email coordination within 30–45 days of joining. - Ensure proper documentation of discussions and action points.

C. Interdepartmental Coordination

- Act as MD’s voice across Sales, Operations, Finance, HR, and other departments. - Ensure alignment between teams. - Remove bottlenecks through proactive follow-ups. - Support cross-functional execution of projects.

D. Research & Documentation

- Conduct structured internet research. - Prepare summaries and briefing notes. - Maintain organized digital and physical documentation. - Handle Excel reports and data analysis.

E. Administrative & Personal Coordination

- Handle selected personal coordination tasks of MD. - Coordinate travel, bookings, and appointments. - Manage vendor coordination where required.

5. Key Skill Requirements - Mandatory (Non-Negotiable)

- Exceptional follow-up discipline - High integrity and honesty - Strong task-tracking capability - Ability to get work done from senior employees respectfully - Strong written and spoken English

Technical Skills

- Strong command over MS Office (especially Excel & Word) - Comfortable with: - Pivot Tables - VLOOKUP / HLOOKUP - Sheet linking - Email drafting skills - Google search proficiency - Basic shorthand (preferred)

6. Experience Required

- 3–5 years’ experience as Executive Assistant / Secretary / Office Coordinator - Experience reporting to MD / Director / Senior Leadership preferred - Stable job history (no frequent job changes)

7. Educational Qualification

- Graduate (Secretarial qualification preferred)

8. Personal Attributes

- Honest and trustworthy - High ownership mindset - Emotionally stable and mature - Respectful but assertive - Disciplined and structured - Comfortable handling both professional and personal tasks - Preferably staying within 45 minutes commute radius

Living not more than 30-40 minutes away from office location

Job stability in previous companies, long tenure has to be served.

Female candidate only

9. Performance Metrics (KPI Framework for HR)

- Task closure ratio (% tasks completed within committed timeline) - Follow-up accuracy - Escalation quality - MD dependency reduction index - Email drafting quality - Organizational coordination efficiency