Executive assistant

Job Description – Executive Assistant (EA)

Diamond Industry | B2B Business

Position:	Executive Assistant to Director / Senior Management
Department:	Management / Administration
Location:	[Location]
Experience:	3–7 Years
Industry Preference:	Diamonds / Jewellery / Gems / Luxury Goods
Reporting To:	Director / Managing Director

Job Purpose

We are looking for a highly organized, proactive, and professional Executive Assistant (EA) to support the Director/Senior Management in managing day-to-day business activities, meetings, communications, MIS, follow-ups, and coordination across departments. The ideal candidate should have strong communication, coordination, confidentiality, time-management, and follow-up skills, with an understanding of the Diamond/Jewellery B2B business environment.

Key Responsibilities

1. Executive Support

• Manage the Director's daily calendar, appointments, meetings, and schedules.
• Coordinate internal and external meetings with clients, suppliers, business partners, and senior management.
• Prepare meeting agendas, presentations, reports, and supporting documents.
• Maintain a daily task list and follow up on important action points.
• Handle confidential business and management information with complete discretion.

2. B2B Diamond Business Coordination

• Coordinate with Sales, Merchandising, Production, Purchase, Accounts, Logistics, and Operations teams.
• Follow up on customer orders, quotations, inquiries, deliveries, and pending requirements.
• Maintain updates on important B2B clients and business opportunities.
• Coordinate with customers and internal teams to ensure timely closure of commitments.
• Track important business activities and provide regular updates to management.

3. MIS & Reporting

• Prepare Daily / Weekly / Monthly MIS reports for management.
• Maintain sales, order, collection, client, and business-performance trackers.
• Prepare management dashboards and presentations in MS Excel and PowerPoint.
• Analyze basic business data and highlight pending actions, deviations, and critical issues.
• Maintain records of management meetings and action items.

4. Meeting & Follow-Up Management

• Attend meetings with the Director and prepare Minutes of Meeting (MOM).
• Record decisions, responsibilities, and deadlines.
• Follow up with respective department heads until closure.
• Maintain an Action Tracker and provide regular status updates to management.

5. Client & Business Communication

• Draft professional emails, letters, reports, and business communications.
• Coordinate with important clients, suppliers, consultants, and business associates on behalf of management.
• Handle communication professionally and ensure timely responses.
• Support management in client meetings and business discussions.

6. Documentation & Administration

• Maintain important management documents, agreements, reports, presentations, and correspondence.
• Ensure proper filing and retrieval of confidential documents.
• Coordinate with internal departments for required information and documents.
• Maintain important deadlines, renewals, meetings, and follow-ups.

Required Skills

• Excellent English communication – written and verbal.
• Strong MS Excel, PowerPoint, Word, and Outlook skills.
• Good knowledge of MIS and reporting.
• Strong follow-up and coordination abilities.
• Excellent organizational and time-management skills.
• Ability to prioritize multiple tasks.
• Professional personality and business etiquette.
• Strong attention to detail.
• Ability to handle confidential information.

Diamond Industry Knowledge – Preferred

• Rough & Polished Diamonds
• Diamond Grading / 4Cs
• Diamond Jewellery
• B2B Diamond Sales
• Diamond Merchandising
• Customer Orders & Quotations
• Diamond Inventory
• Export / Import Documentation
• Jewellery Manufacturing Process
• Diamond Exhibitions & Trade Shows
• International B2B Clients

Educational Qualification

Graduate / Postgraduate in any relevant discipline. MBA / PGDM in Management, Marketing, International Business, or related fields will be an advantage.

Experience

3–7 years of experience as an Executive Assistant, Management Assistant, Executive Coordinator, or similar role

Key Performance Indicators (KPIs)

• Timely completion of management tasks and follow-ups
• Accuracy and timeliness of MIS reports
• Meeting/calendar management efficiency
• Timely coordination with internal departments
• Client/business communication turnaround time
• Accuracy of documentation and reports
• Management satisfaction and responsiveness

Confidential - This document contains proprietary information.