Executive Assistant (EA)

Hiring: Executive Assistant (EA) to HOD | Mumbai

📍 Location: Wadala, Mumbai (Near Dadar East Station) 
📍  Address : All Time Plastics Limited, C-39, Royal Industrial Estate, Road Number-26, Wadala West, Mumbai, Maharashtra 400031
💰 Compensation: To be determined based on current CTC, experience, and competency
🎓 Qualification: Graduate + MBA
📅 Experience: 4+ Years
🎯 Age Preference: Below 35 Years

About the Role

We are looking for a highly organized, proactive, detail-oriented Executive Assistant to support a senior leader (HOD). The ideal candidate will act as a key coordination point across functions, ensuring seamless execution of priorities, effective communication, and strong administrative support.

Skills: Excellent communication skills, interpersonal skills, coordination skills, etc.

  Role & responsibilities

Key Responsibilities

1. Calendar & Meeting Management

• Manage HOD's calendar, appointments, meetings, and priorities.
• Schedule internal and external meetings and ensure timely communication.
• Prepare meeting agendas, presentations, and supporting documents.
• Record Minutes of meetings (MoM) and maintain an Action Tracker with owners and timelines.
• Follow up on pending actions and highlight delays/escalations to the HOD.

2. MIS & Performance Tracking

• Prepare and consolidate periodic MIS, dashboards, and reports for the HOD.
• Track department KPIs, targets, achievements, and action plans.
• Collect data from relevant stakeholders and ensure accuracy and timely submission.
• Prepare management presentations and review decks.
• Maintain a monthly HOD Review Dashboard .

3. Follow-up & Execution Support

• Track key initiatives and projects assigned to the department.
• Coordinate with HOD's direct reports and cross-functional stakeholders.
• Follow up on commitments made during meetings and reviews.
• Maintain a Priority / Action / Escalation Tracker .
• Proactively remind stakeholders about critical deadlines.

4. Communication & Correspondence

• Draft routine emails, notes, letters, presentations, and internal communications on behalf of the HOD.
• Manage correspondence and ensure timely responses.
• Maintain confidentiality of sensitive business and employee information.
• Coordinate communication between the HOD and internal/external stakeholders.

5. Documentation & Records

• Maintain organised records of reports, presentations, meeting minutes, and important correspondence.
• Ensure easy retrieval of critical documents.
• Maintain department SOPs, trackers and review records.
• Support audit and compliance-related documentation wherever required.

6. Business & Department Coordination

• Coordinate with HR, Finance, Procurement, Operations, Sales, Quality, IT, and other functions as required.
• Support preparation for management reviews, customer meetings, audits, and leadership meetings.
• Assist the HOD in monitoring department priorities and key deliverables.
• Support special projects and assignments entrusted by the HOD.

7. Travel & Event Coordination

• Coordinate travel arrangements, accommodation, meetings, and itineraries for the HOD.
• Support planning of conferences, workshops, customer/leadership visits and departmental events.

8. Confidentiality & Professional Conduct

• Handle confidential information with a high degree of discretion.
• Maintain professional communication with senior leaders and stakeholders.
• Demonstrate maturity, ownership, and sound judgement while representing the HOD's office.

Feel free to connect if you need any clarification. Thanks.