Executive Assistant (EA) to the Director

Job Description:

Position Executive Assistant (EA) to the Director
Location Bilaspur
Experience Required 3 – 5 Years
Reports To Director Gender Male / Female

Objective of the Role
Co. provides complete electrical solutions to its customers on large projects – covering panels, cables & wires, switchgear, busbar and EPC project execution. The Executive Assistant to the Director will be the Director's right hand – managing the Director's schedule, communication, documents and follow-ups across departments, so that every decision is acted upon on time and the
Director's office runs smoothly, professionally and with complete confidentiality.

Key Roles & Responsibilities
• Manage the Director's calendar – meetings, appointments, client/vendor visits, site visits and travel – and resolve scheduling conflicts.
• Handle the Director's emails, calls and correspondence; draft letters, replies, notes and official communication on the Director's behalf.
• Prepare presentations, reports, MIS and summaries (Excel, Word, PowerPoint) for management reviews, client meetings and board discussions.
• Organise internal and external meetings – prepare agendas, record minutes (MoM), circulate action points and follow up till closure.
• Coordinate with Project, Purchase, Accounts, HR, Production, Marketing and Site teams to track priorities and deadlines set by the Director.
• Maintain confidential files, contracts, tender documents, approvals and records – both physical and digital – in an organised manner.
• Arrange travel, accommodation and itineraries for the Director and visiting clients/guests; maintain related expense records.
• Act as the first point of contact for clients, vendors, consultants and visitors to the Director's office and handle them professionally.
• Track important dates – tenders, statutory deadlines, renewals, payments and project milestones – and send timely reminders.

Desired Candidate Profile
• Graduate in any discipline (BBA / B.Com / BA / B.Tech); MBA / PGDM or Diploma in Office Management / Secretarial Practice (preferred).
• 3–5 years of experience as Executive Assistant / Personal Assistant / Secretary to a Director, CEO or senior management.
• Excellent written and spoken English and Hindi, with strong email, business-letter and report drafting skills.
• Advanced MS Office (Excel, Word, PowerPoint); comfortable with Google Workspace, email and online meeting tools.
• Strong time, calendar and priority management; ability to handle multiple tasks under tight deadlines.
• High integrity and discretion in handling confidential information; presentable, confident and willing to travel when required.

Key Deliverables
• Well-managed Director's calendar with zero missed meetings, deadlines or important follow-ups.
• Timely, accurate and professional communication, reports and presentations.
• All decisions and action points from the Director's meetings followed up to closure.
• Organized, confidential and audit-ready records of the Director's office.

Note: Candidates (Male / Female) with prior experience as EA / PA to a Director in the Electrical Panel / Manufacturing / EPC industry will be given preference for this role.