Job Description

The Executive Assistant to the Vice President of Sales will be responsible for providing strategic, operational, and administrative support to senior leadership. The role focuses on managing executive priorities, coordinating stakeholder communication, preparing business reports, tracking strategic initiatives, and ensuring seamless execution of day-to-day leadership activities.

The position requires close collaboration with department heads, customers, vendors, consultants, and internal teams to support business operations and facilitate effective decision-making.

Key Responsibilities

1. Executive Support & Calendar Management

• Manage the Vice President's calendar, meetings, travel arrangements, and appointments.
• Coordinate internal and external communications on behalf of the leadership team.
• Prioritise schedules and ensure smooth execution of daily executive activities.
• Maintain complete confidentiality while handling sensitive business information.
•  

2. Meeting & Communication Management

• Prepare meeting agendas, presentations, reports, Minutes of Meeting (MoMs), and business correspondence.
• Organise leadership reviews, customer meetings, board meetings, and corporate events.
• Track action items from leadership meetings and ensure timely follow-up and closure.
• Coordinate communication between leadership and cross-functional teams.
•  

3. Business Reporting & Analysis

• Prepare MIS reports, dashboards, and management review presentations.
• Collect, analyse, and present business data to support executive decision-making.
• Monitor key business initiatives and provide regular progress updates.
• Support strategic planning through accurate reporting and analysis.
•  

4. Stakeholder Coordination

• Liaise with department heads to gather project updates and operational reports.
• Coordinate with customers, vendors, consultants, and government authorities as required.
• Ensure effective collaboration across internal and external stakeholders.
• Facilitate smooth communication between leadership and business functions.
•  

5. Project & Administrative Management

• Support strategic business projects and executive initiatives.
• Monitor project timelines and ensure timely completion of assigned deliverables.
• Maintain organised records, documentation, and executive correspondence.
• Drive execution of leadership priorities through proactive coordination and follow-up.
•  

6. Operational Excellence

• Improve administrative processes to enhance executive productivity.
• Ensure timely completion of business priorities and operational tasks.
• Support continuous improvement initiatives within executive operations.
• Maintain professionalism and discretion in all executive interactions.
•  

Qualifications & Experience

• Bachelor's Degree in Business Administration, Engineering, Commerce, or a related field.
• MBA is preferred.
• Minimum 5–15 years of experience as an Executive Assistant, Executive Coordinator, or in a similar role supporting senior leadership.
• Experience in manufacturing, automation, engineering, or industrial organisations is an added advantage.
•  

Technical Skills

• Executive Calendar Management
• Stakeholder Management
• Business Reporting & MIS
• Presentation Preparation
• Data Analysis
• Meeting Coordination
• Project Tracking
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word
• Microsoft Outlook
• Business Communication
•  

Key Competencies

• Executive Support
• Organisation & Time Management
• Communication & Interpersonal Skills
• Stakeholder Management
• Attention to Detail
• Multitasking
• Problem Solving
• Confidentiality & Professionalism
• Analytical Thinking
• Planning & Coordination
• Adaptability
• Execution Excellence