Job Summary
As the Executive Assistant to the Director at MY SOLAR, you will provide comprehensive high-level administrative support by managing schedules, coordinating meetings, handling communications, and overseeing office functions. You will play a crucial role in enhancing the Director’s effectiveness through strategic support, confidentiality management, and task execution.
Company Overview
MY SOLAR is a trusted manufacturer and trader of solar protection devices and industrial electrical products. Known for its innovation and commitment to quality, MY SOLAR continues to expand rapidly across India, offering employees a dynamic and professional environment.
Job Location
📍 MY SOLAR
604, 6th Floor, Kalp Business Park, Nr Kia Showroom, Opp. HP Petrol Pump, Nikol-Odhav Ring Road, Ahmedabad 382415, Gujarat
Office Hours
🕘 Monday to Saturday, 9:30 AM to 6:30 PM
Number of Vacancies
1 Position
Relevant Industry Experience
Minimum 3+ years of experience in executive support, office management, or administration, preferably in solar, electrical, or manufacturing sectors.
Educational Qualifications
|
Qualification |
Requirement |
|
Bachelor's Degree in Business Administration, Management, or related fields |
Required |
|
Diploma or Certification in Executive Assistance or Office Management |
Preferred |
|
Proficiency in MS Office and communication tools |
Required |
Key Responsibilities
|
Responsibility Area |
Description |
|
Calendar Management |
Manage the Director’s schedule, appointments, and travel itineraries. |
|
Communication Handling |
Draft and manage professional communication on behalf of the Director. |
|
Document Preparation |
Create, review, and maintain reports, presentations, and official correspondence. |
|
Meeting Coordination |
Organize meetings including agenda preparation, minutes, and follow-ups. |
|
Task and Project Management |
Track assigned tasks and projects ensuring timely completion. |
|
Office Administration |
Manage office supplies, vendor coordination, and administrative logistics for the Director’s office. |
|
Confidential Information Management |
Maintain strict confidentiality across sensitive business matters. |
Key Skills & Must-Have Qualities
|
Skill/Quality |
Description |
|
Organizational Skills |
Ability to manage schedules, meetings, and multiple priorities efficiently. |
|
Communication Skills |
Strong verbal and written communication for internal and external interactions. |
|
Proficiency in Tools |
Advanced skills in MS Office (Excel, Word, PowerPoint) and familiarity with Google Calendar, Gmail. |
|
Confidentiality |
Ability to handle sensitive information with discretion and integrity. |
|
Time Management |
Effectively prioritize tasks to ensure deadlines are consistently met. |
|
Professionalism |
Maintain a high standard of professionalism in every interaction. |
|
Attention to Detail |
Ensure accuracy in documentation, reporting, and coordination. |
|
Multitasking Ability |
Manage various administrative, communication, and support activities simultaneously. |
|
Flexibility |
Adapt to changing schedules and tasks with composure. |
|
Task Management Tools |
Experience with tools like Trello, Asana, or similar project management software is preferred. |
Key Result Areas (KRAs)
|
KRA |
Description |
|
Calendar Management |
Ensure seamless scheduling, conflict resolution, and timely organization of meetings. |
|
Communication Management |
Ensure timely and professional handling of internal and external communication. |
|
Document Quality Management |
Deliver high-quality, error-free reports, presentations, and documents. |
|
Task & Project Coordination |
Follow up on assigned tasks to ensure deadlines and priorities are met. |
|
Confidentiality Compliance |
Maintain 100% confidentiality for Director’s information and company matters. |
Key Performance Indicators (KPIs)
|
KPI |
Target |
|
Meeting Scheduling Accuracy |
100% accuracy in scheduling with no conflicts. |
|
Communication Response Time |
Respond to communication queries within 24 hours. |
|
Document Quality |
Zero critical errors in prepared documents and presentations. |
|
Task Completion Rate |
100% of assigned tasks completed before or on deadline. |
|
Calendar Accuracy |
Daily calendar updates without conflicts or scheduling errors. |
Reports Preparation and Management
|
Report Name |
Frequency |
Purpose |
|
Daily Task Report |
Daily |
Summary of completed and pending tasks assigned to the Director’s Office. |
|
Meeting and Agenda Report |
Weekly |
Review of scheduled meetings, agendas, action points, and status. |
|
Project Progress Report |
Monthly |
Monitor and report the progress of delegated projects and key assignments. |
Database Management
|
Database Name |
Purpose |
|
Executive Calendar |
Maintain updated appointments, meetings, and schedules. |
|
Document Archive |
Organize finalized reports, agreements, and communications systematically. |
|
Vendor and Supplier Contacts |
Maintain updated records of vendor details for quick coordination. |
Communication Channels
|
Channel Type |
Stakeholders |
|
Internal |
Communication with Director, management team, department heads, and employees via email, phone, and task management tools. |
|
External |
Professional correspondence with clients, vendors, and partners through email, phone calls, and meetings. |
Benefits
|
Benefit Category |
Details |
|
Week Off |
Sunday |
|
Leave Benefits |
CL, PL, SL, and Festival Holidays |
|
Recognition Program |
Rewards for outstanding contributions and performance |
|
Training Opportunities |
Access to skill enhancement programs and professional development workshops |
|
Departmental Training |
Specialized training for executive support, communication, and project management |
|
Work-Life Balance |
Supportive and respectful environment promoting balanced work hours |