Executive Assistant

Job Description: Executive Assistant

Company

Avana Surgical Systems Pvt Ltd.

Designation

Executive Assistant

Experience

5+ Years

Reporting To

Director

Location

Chennai

 

 

ROLE PURPOSE

The Executive Assistant will provide comprehensive administrative and operational support to the Director. The role focuses on effectively managing schedules, meetings, correspondence, reports, quotations, pricing, expenses, and cross-functional coordination while ensuring confidentiality and timely completion of assigned actions.

KEY RESULT AREAS & RESPONSIBILITIES

1) Calendar, Appointment & Meeting Management

• Manage the Director’s calendar, appointments, meetings, and schedules.

• Organize internal and external meetings and prepare the required documents and presentations including MOM.

2) Email, Correspondence & Follow-up

• Handle emails, correspondence, reminders, and follow-ups on behalf of the Director.

• Maintain confidential records and ensure timely completion of action items assigned by the Director.

3) MIS & Departmental Reporting

• Prepare and maintain accurate MIS reports.

• Collect and consolidate reports from the Sales and Marketing departments.

4) Expense Management

• Manage and track expenses along with the relevant supporting documents.

5) Quotation & Pricing Coordination

• Prepare and manage quotations using Zoho and manual processes.

• Maintain product pricing details and coordinate the necessary approvals.

6) Outstanding Payment Follow-up

• Collect outstanding payment reports from the Accounts department and coordinate with the concerned teams for follow-up.

KEY RESULT AREAS & RESPONSIBILITIES — CONTINUED

7) Tender Support

• Support tender-related activities, which will constitute approximately 10% of the role.

8) Stakeholder Coordination

• Coordinate with internal departments and external stakeholders on behalf of the Director.

Requirements

SKILLS REQUIRED

• Strong calendar, appointment, email, and meeting-management skills

• Proficiency in Microsoft Excel and PowerPoint

• Experience using Zoho applications and managing quotations

• Knowledge of MIS reporting, expense management, and pricing coordination

• Basic exposure to tender documentation and processes

• Familiarity with AI tools for preparing reports, presentations, emails, and productivity-related tasks

• Excellent communication, coordination, follow-up, and organizational skills

• Ability to maintain confidentiality, exercise discretion, and manage multiple priorities effectively

EDUCATION & EXPERIENCE

• Graduate in any discipline; a relevant postgraduate qualification is preferred

• Minimum 5 years of relevant experience as an Executive Assistant or in a similar role

• Experience supporting senior management or Directors or MD will be preferred