Executive Assistant - Surat - Pratibha Group

Description

Position Overview

Position Title: Executive Assistant to the Managing Director

Reporting To: Managing Director

Location: Surat / South Gujarat

Employment Type: Full-Time

Language Proficiency: Gujarati | Hindi | English (All Mandatory)

Role Summary

The Executive Assistant (EA) to the Managing Director will serve as the MD's primary point of support, acting as a trusted right hand across administrative, operational, and external-facing responsibilities. Beyond traditional executive assistance, this role carries a significant liaising mandate — requiring the incumbent to independently manage interactions with government offices, industry bodies, vendors, and internal stakeholders on behalf of the MD. The ideal candidate will be sharp, discreet, highly organized, and equally comfortable in a formal government office and a fast-paced corporate environment.

Key Responsibilities

Executive Support & Office Management

•      Manage the MD's calendar, schedule, appointments, and travel arrangements (domestic and international) with proactive planning.

•      Prepare agendas, briefing notes, presentations, reports, and correspondence for meetings and official engagements.

•      Screen and prioritize calls, emails, and visitor requests; handle follow-ups on behalf of the MD.

•      Maintain confidential files, records, and documentation with the highest levels of discretion.

•      Track action items and decisions emerging from MD meetings; follow up with relevant departments to ensure timely closure.

•      Coordinate internal meetings across departments, prepare MOM (Minutes of Meeting), and circulate action trackers.

Liaising & External Coordination

•      Act as the first point of contact for all external liaising on behalf of the MD — with government bodies, regulatory authorities, industry associations, and business partners.

•      Visit and coordinate with government offices including GIDC, municipal corporations, district collectorates, GPCB, and other relevant state/central government departments for documentation, follow-ups, and approvals.

•      Maintain strong working relationships with officials and departments relevant to the group's operations across South Gujarat.

•      Coordinate submission of applications, compliance documents, and project approvals with appropriate government offices.

•      Represent the MD at external meetings, trade bodies, and stakeholder forums when required.

•      Handle coordination with banks, auditors, legal counsel, and consultants on behalf of the MD.

Communication & Correspondence

•      Draft, review, and send professional correspondence in Gujarati, Hindi, and English as appropriate for the recipient.

•      Translate verbal instructions from the MD into precise written communications, proposals, or notes.

•      Prepare official letters, representations, and applications to government authorities in the required language and format.

•      Liaise with internal teams to gather inputs needed for the MD's communications or presentations.

Business Coordination & Research

•      Support the MD in tracking key business metrics, project milestones, and strategic initiatives.

•      Conduct background research on vendors, business partners, government policies, and industry trends as required.

•      Assist in organizing board meetings, leadership offsites, and key business events.

•      Coordinate with external agencies, event organizers, and hospitality vendors for official functions.

Personal & Miscellaneous

•      Handle select personal tasks and errands for the MD as needed, maintaining complete confidentiality at all times.

•      Manage petty cash, expense reimbursements, and travel reconciliation for the MD's office.

•      Maintain a well-organized MD's office, ensuring all resources, documents, and supplies are readily available.

Qualifications & Experience

Educational Qualification

•      Graduate in any discipline (mandatory). Preference for graduates in Commerce, Business Administration, or Humanities.

•      Post-Graduate degree or Diploma in Management / Business Administration is an added advantage.

Work Experience

•      3–8 years of experience as an Executive Assistant, Personal Secretary, or Office Manager, preferably supporting senior leadership in a corporate or business family setup.

•      Prior experience in a manufacturing, chemical, textile, or family-managed business environment is preferred.

•      Demonstrated experience in government office coordination, document submission, and regulatory liaising in Gujarat.

Required Skills & Competencies

Core Skills

•      Exceptional organizational and multitasking abilities — able to manage multiple priorities simultaneously under pressure.

•      Strong written and verbal communication skills across Gujarati, Hindi, and English.

•      Proficiency in MS Office Suite (Word, Excel, PowerPoint), Google Workspace, and basic project tracking tools.

•      Ability to draft formal correspondence, letters, and notes with accuracy and appropriate tone in all three languages.

Interpersonal & Professional Skills

•      High degree of professionalism, discretion, and trustworthiness — this is a role with significant access to sensitive business and personal information.

•      Confident and articulate in dealing with government officials, senior executives, and business partners.

•      Self-motivated and proactive — able to anticipate the MD's needs and act without being prompted.

•      Pleasant, poised demeanor with the ability to represent the MD's office with grace and credibility.

•      Strong networking and relationship-building skills for effective external liaising.

Language Proficiency (Mandatory)

•      Gujarati: Fluent — spoken and written. Essential for local government coordination, community interactions, and regional business correspondence in South Gujarat.

•      Hindi: Fluent — spoken and written. Required for communications with national-level vendors, government bodies, and business partners.

•      English: Fluent — spoken and written. Required for formal business correspondence, investor communication, and professional documentation.

What We Offer

•      A prestigious and high-visibility role at the heart of a growing family-owned conglomerate.

•      Direct exposure to strategic decision-making, senior leadership, and multi-industry operations.

•      Competitive salary commensurate with experience and role responsibility.

•      A dynamic work environment with opportunities to take on greater responsibility over time.

•      Professional growth through close mentorship and proximity to the Managing Director.