Executive Assistant – Merciglobal Systems Pvt. Ltd.
Role Definition (For HR Manuals & Company Documents)
The Executive Assistant (EA) at Merciglobal Systems Pvt. Ltd. serves as the primary administrative and operational support to the Directors and senior leadership. The role is responsible for ensuring efficient coordination between management, internal teams, clients, and external stakeholders.
The Executive Assistant acts as the central communication and coordination hub of the organization, managing executive schedules, facilitating internal communication, maintaining documentation, and ensuring that administrative processes run smoothly. The role enables leadership to focus on strategic decision-making, product innovation, and business development.
In addition to executive support, the EA assists in office administration, project coordination, and operational tracking, ensuring that information flows effectively across departments.
Job Description (JD)
Position Title
Executive Assistant
Department
Management / Administration
Reports To
Directors / Senior Management
Location
Merciglobal Systems Pvt. Ltd. (Head Office)
Role Objective
To provide high-level administrative, operational, and coordination support to the Directors, ensuring smooth communication, efficient scheduling, and effective organizational workflow across departments.
Key Responsibilities
1. Executive Support
- Manage and maintain executive calendars, schedules, and appointments.
- Coordinate meetings, prepare agendas, and record minutes.
- Prepare reports, presentations, and briefing materials for management.
- Manage confidential information and executive documentation.
- Arrange travel, accommodation, and logistics for directors.
2. Communication Management
- Act as the first point of contact for executive communication.
- Manage emails, calls, and official correspondence on behalf of directors.
- Coordinate communication between leadership and internal teams.
- Support client communication scheduling when required.
3. Office Administration
- Ensure smooth daily administrative operations.
- Maintain organized documentation and records.
- Support HR and administrative functions when required.
- Coordinate office logistics, supplies, and administrative needs.
4. Meeting & Event Coordination
- Schedule internal and external meetings.
- Prepare meeting materials and presentations.
- Document meeting outcomes and track follow-up actions.
- Coordinate company meetings, reviews, and management sessions.
5. Project & Operational Coordination
- Track project updates and management reports.
- Assist in maintaining project documentation.
- Coordinate between departments for management reviews.
- Support preparation of business reports and dashboards.
6. Documentation & Reporting
- Maintain management reports and administrative records.
- Assist in preparing internal documentation and proposals.
- Organize digital files and document repositories.
- Ensure accuracy and availability of management information.
Key Result Areas (KRAs)
1. Executive Efficiency
Ensure directors' schedules, meetings, and administrative requirements are managed efficiently.
2. Communication Coordination
Maintain clear and timely communication between management, teams, and stakeholders.
3. Administrative Operations
Ensure smooth and organized office administration processes.
4. Documentation Management
Maintain accurate, organized, and accessible documentation.
5. Meeting & Reporting Support
Provide timely meeting preparation, documentation, and reporting support.
Daily Responsibilities
- Review and organize executive calendars.
- Coordinate daily meetings and schedules.
- Manage emails and communication requests.
- Prepare meeting agendas and documentation.
- Record meeting minutes and distribute follow-ups.
- Track action items assigned by management.
- Maintain administrative documentation and records.
- Coordinate with departments regarding management requests.
- Support preparation of reports, presentations, and updates.
- Ensure office administrative tasks are completed efficiently.
Key Performance Indicators (KPIs)
Executive Support Efficiency
- Accuracy and timeliness of calendar management
- Meeting scheduling efficiency
- Director satisfaction with administrative support
Communication Management
- Response time to executive communication
- Accuracy and professionalism of correspondence
- Effectiveness of coordination between teams
Administrative Operations
- Organization and maintenance of office records
- Timely completion of administrative tasks
- Efficiency in handling operational coordination
Meeting & Documentation Management
- Quality and accuracy of meeting minutes
- Timely preparation of reports and documents
- Organization of digital and physical records
Operational Coordination
- Timely tracking of management action items
- Effective coordination between departments
- Accuracy of management reporting support
Required Skills & Competencies
Professional Skills
- Executive administration
- Business communication
- Documentation management
- Meeting coordination
- Organizational management
Technical Skills
- Microsoft Office / Google Workspace
- Document management systems
- Calendar and scheduling tools
- Presentation preparation tools
Personal Attributes
- High level of professionalism
- Strong organizational ability
- Attention to detail
- Discretion with confidential information
- Proactive problem-solving
- Excellent interpersonal communication
Preferred Qualifications
- Bachelor's degree in Business Administration, Management, or related field
- Experience supporting senior executives
- Experience in administrative or operations roles
- Strong written and verbal communication skills
Role Impact
The Executive Assistant plays a critical role in maintaining operational efficiency at Merciglobal by ensuring that leadership, communication, and administrative workflows remain organized, responsive, and effective. The role directly contributes to management productivity, team coordination, and the overall professional functioning of the organization.