Secretary / Executive Assistant

We are seeking a proactive, resilient, and highly organized Executive Assistant to serve as the operational right hand to the Managing Director. This is not a conventional secretarial role; we need someone with the efficiency, tenacity, and "get-things-done" attitude of an elite assistant. The primary objective is to offload all operational and administrative burdens from the MD within two months, allowing the MD to focus exclusively on strategic thinking and decision-making. The ideal candidate will master the art of delegation, relentless follow-up, and proactive problem-solving while seamlessly managing both professional and personal tasks for the MD.

Key Requirements

• Experience: 3–5 years as an Executive Assistant, Secretary, or Office Coordinator to a senior executive (MD, CEO, etc.).
• Education: Graduate from a secretarial college.
• Follow-up Skills (MUST-HAVE): Exceptional, proven track record of relentless follow-through. This is non-negotiable.
• Technical Skills: Advanced proficiency in MS Excel (Pivot Tables, VLOOKUP, linking sheets) and MS Word. Good working knowledge of Gmail/Outlook and expert-level Google Search.
• Communication: Strong command of written and spoken English. Shorthand is required.
• Personal Attributes: High integrity, honesty, reliability, proactive, resilient, and comfortable handling both professional and personal tasks. Job stability (not a frequent job-hopper).
• Preferred: Married with children; lives within 45 minutes of the office.

Core Responsibilities



1. Task Delegation & Follow-up

Receive daily task lists from the MD and systematically delegate them to the appropriate team members.

Maintain a master "Delegation Sheet" recording each task, the assigned person, and the committed completion date and time.

Conduct relentless follow-up on all delegated tasks using the prescribed script: "Sir had requested you to do this... He has also asked by when this will get completed. What date and time should I commit on your behalf?"

For follow-up: "Sir you had committed that this task... will be finished by now, Mr. MD is asking if the task is completed." If not done: "Ok Sir, by what time should I tell Mr. MD that the job will be done?"

Transfer unfinished follow-ups seamlessly from one day to the next.

2. Communication & Email Management

Have the MD's primary email configured on your system. Study incoming mails and the MD's responses to learn his style and voice.

Take over all email communication on behalf of the MD within 15–30 days.

Draft and send official letters, emails, and other business correspondence.

Screen and prioritize incoming communications, responding directly where appropriate.

3. Research & Information Management

Conduct in-depth internet research on various topics as assigned by the MD.

Compile, organize, and print research materials for the MD's review.

Take printouts of all relevant material, allowing the MD to shortlist and you to perform detailed follow-up research on selected subtopics.

4. Team Coordination & Authority

Act as the "voice of the MD." When delegating or following up, use the script that includes the MD's name and authority.

Handle ego issues and resistance from senior employees tactfully; report significant push-back to the MD for resolution.

If an employee acts uncooperatively, report to the MD, who will address the individual directly to reinforce that the EA speaks on his behalf.

Coordinate with all departments to ensure tasks are completed on time.

5. Personal Assistance

Manage personal tasks for the MD, including but not limited to:

Booking movie tickets and dinner reservations.

Coordinating house repairs and other household errands.

Any other personal errands that free the MD's time.

This is a core expectation, not an exception.

6. Daily Operations & Handover

Every day after the MD's 8–9 AM planning session, receive the task list and distribute it to the team.

Gradually take over every operational task the MD currently performs, with the goal of the MD doing nothing except thinking and decision-making within two months.

Assign and supervise a "runner boy" (office assistant) to handle routine office work and personal errands for both you and the MD.

7. Reporting & Documentation

Maintain daily follow-up lists that grow and evolve.

Keep accurate records of all commitments, task statuses, and completions.

Prepare briefs, summaries, and reports as required by the MD.