Executive Assistant to CMD (Medical equipment Mfg group), Lucknow

TITLE:

Executive Assistant

REPORTS TO:

CMD

DIRECT REPORTS:

The Leadership Team

LOCATION:

Lucknow

EXPERIENCE:

5-8 Years

KEY RESPONSIBILITIES:

1. Executive Support & Coordination

·         Act as the primary point of contact between senior leadership and internal/external stakeholders.

·         Manage calendars, appointments, travel itineraries, official communication, and schedules.

·         Organize, coordinate, and follow up on internal and external meetings.

·         Prepare daily, weekly, and monthly management updates.

2. Cross-Functional Collaboration

·         Work closely with departments — Sales, HR, Finance, Operations, Marketing, Customer Service, and BD.

·         Ensure alignment of tasks, deliverables, timelines, and ownership across teams.

·         Track cross-departmental requirements and ensure timely closure.

·         Facilitate smooth execution of key leadership directives across the organization.

3. Meeting Support, Documentation & MoM Writing

·         Prepare meeting agendas, briefing notes, and pre-read documents.

·         Attend internal meetings and accurately document Minutes of Meeting (MoM).

·         Ensure follow-up on MoM action items until completion.

·         Maintain documentation, databases, and records in an organized, easily accessible manner.

4. Reporting, Analytics & Dashboard Management

·         Prepare high-quality reports, dashboards, and presentations for senior leadership.

·         Manage and analyze data from multiple departments to create performance summaries.

·         Generate weekly/monthly MIS reports covering:

1)      Sales performance

2)      Operational metrics

3)      Hiring KPIs

4)      Financial checkpoints

5)      Project status updates

·         Provide insights and recommendations based on data analytics.

5. Task Management, Execution & Follow-ups

·         Drive leadership priorities and ensure accurate, timely execution.

·         Take full ownership of follow-ups across teams and ensure 100% visibility on task status.

·         Monitor timelines, raise red flags, escalate issues, and ensure accountability.

·         Support execution of strategic projects end-to-end.

6. Document & Communication Management

·         Draft and review internal communications, emails, circulars, and announcements.

·         Create structured documentation, SOPs, trackers, and reporting formats.

·         Maintain confidentiality and handle sensitive information with discretion.

7. Administrative Management

·         Manage office-level tasks, coordination with vendors, and resource availability.

·         Handle expense reports, reimbursements, and procurement-related follow-ups.

·         Support in planning and organizing events, reviews, and conferences.

Required Skills & Competencies

1. Technical Skills

·         Strong expertise in MS Excel, PowerPoint, Google Sheets, and Dashboards

·         Excellent reporting & MIS skills

·         Hands-on experience with CRM/ERP tools (Salesforce, Zoho, SAP, or similar preferred)

·         Ability to handle complex datasets and create structured reporting

·         Excellent documentation and MoM-writing ability

2. Soft Skills

·         Excellent verbal & written communication

·         Strong planning, multi-tasking, and prioritization skills

·         High ownership and accountability

·         Strong follow-up discipline

·         Ability to work directly with CXOs and senior leadership

·         High confidentiality and professionalism

3. Qualifications

·         Graduate/Post-graduate in any discipline (MBA preferred but not mandatory)

·         5+ years of experience supporting leadership roles (EA, Strategy Office, Chief of Staff, PMO, or similar)

·         Experience working in fast-paced, cross-functional environments

4. What We Are Looking For

·         Someone who is structured, detail-oriented, proactive, and extremely organized

·         A professional who can manage multiple tasks under pressure

·         Someone who can search, compile, & Present data to CMD in a structured format.

·         A candidate who can bring efficiency, speed, clarity, and discipline to leadership operations

·         Someone who understands business workflows and can support data-driven decision-making

·         Someone who can cross question HODs during performance review