Executive Assistant To Managing Director

Job Description – Executive Assistant (EA) to Managing Director

Company :Reckon Diagnostics Pvt. Ltd.

Job Title : Executive Assistant (EA) to Managing Director

Reporting To : Managing Director (MD)

Location :Vadodara, Gujarat

Employment Type: Full-Time

Experience: 3 - 5 Years (Preferably in Manufacturing, Medical Devices, Pharmaceuticals, Healthcare, or IVD Industry)

Qualification

• Bachelor's Degree in Business Administration, Commerce, Management, Life Sciences or Engineering
• MBA will be an added advantage

Job Summary :

Reckon Diagnostics Pvt. Ltd. is seeking a highly organized, proactive, and trustworthy Executive Assistant to support the Managing Director in managing day-to-day business operations, strategic initiatives, and executive administration. The ideal candidate will act as a bridge between the MD and various departments, ensuring timely execution of business priorities while maintaining complete confidentiality.

Key Responsibilities:

Executive Support

• Manage the MD's calendar, appointments, meetings, and travel schedules.
• Prioritize appointments and coordinate internal and external meetings.
• Screen calls, emails, visitors, and correspondence on behalf of the MD.
• Draft professional emails, letters, presentations, and reports.

Business Coordination

• Coordinate with Production, QA/QC, R&D, Regulatory Affairs, Sales & Marketing, Export, Purchase, Finance, Stores, and HR departments.
• Follow up on action points assigned by the MD.
• Track progress of strategic projects and report status.
• Ensure timely completion of management directives.

 Meeting Management

• Prepare meeting agendas.
• Record Minutes of Meetings (MOM).
• Maintain action trackers.
• Follow up with department heads for closure of pending actions.

MIS & Reporting

• Prepare daily, weekly, and monthly MIS reports.
• Consolidate business reports from different departments.
• Develop dashboards using Excel and PowerPoint.
• Present key business insights to the MD.

Communication & Liaison

• Serve as the primary point of contact between the MD and internal/external stakeholders.
• Coordinate with customers, vendors, consultants, government authorities, auditors, and business partners whenever required.
• Ensure smooth communication across departments.

Travel & Event Coordination

• Arrange domestic and international travel.
• Manage hotel bookings, itineraries, visas (if applicable), and expense documentation.
• Coordinate board meetings, distributor meetings, annual sales conferences, and management reviews.

Documentation & Compliance

• Maintain confidential business records and important documents.
• Organize digital and physical filing systems.
• Support preparation for ISO, GMP, management review meetings, and regulatory audits whenever required.

Strategic & Special Projects

• Conduct market and competitor research.
• Assist the MD in preparing business proposals and strategic presentations.
• Coordinate new business initiatives and special assignments.

Required Skills:

• Excellent verbal and written English communication
• Strong interpersonal and stakeholder management skills
• Advanced MS Excel (Pivot Table, VLOOKUP, XLOOKUP, Charts)
• MS PowerPoint and Word proficiency
• Excellent presentation preparation skills
• Calendar and meeting management
• Strong follow-up and execution skills
• High attention to detail
• Time management and multitasking
• Analytical thinking and problem-solving
• Ability to work under pressure and meet deadlines
• High level of integrity and confidentiality

Preferred Industry Experience :

Candidates from the following industries will be preferred:

• In Vitro Diagnostics (IVD)
• Medical Devices
• Pharmaceuticals
• Healthcare
• Biotechnology
• Manufacturing

Key Competencies:

• Leadership Support
• Business Coordination
• Project Management
• Communication Skills
• Data Analysis
• Confidentiality
• Decision Support
• Organizational Skills
• Professionalism
• Ownership & Accountability

Key Performance Indicators (KPIs)

• Timely completion of MD action items
• Meeting Action Closure Rate
• Accuracy and timeliness of MIS reports
• Calendar and meeting management efficiency
• Department coordination effectiveness
• Presentation quality
• Follow-up compliance
• Executive communication quality
• Confidential document management
• Support in achieving organizational goals

Compensation

• Best in the Industry
• Performance-based annual increment
• Opportunity to work closely with senior leadership
• Career growth into Business Operations / Chief of Staff / Strategy roles