Executive Assistant

Position

ADMIN to Managing Director

Reporting To

Managing Director VAA Corporation

Role Objective

To act as the     single execution and follow-up point    for the MD by ensuring tasks are delegated, tracked, followed up, and closed on time across departments.

The EAs success is measured by     work getting done    , not by clerical activity.

Follow-Up Execution Skills (Most Critical)
Exceptional ability to track tasks, follow up persistently and ensure closure
Comfortable chasing seniors and peers diplomatically
Strong ownership mindset reminders without being told
Technical Communication Skills
Working knowledge of MS Word and Excel

Ability to work with sheets, trackers, basic formulas
Good command over spoken and written English
Shorthand is preferred
Behavioural Attributes

High integrity and honesty
Reliable, discreet and emotionally mature
Comfortable handling both professional and personal coordination tasks of the MD
MD Task Management Delegation
Receive daily task list from MD
Delegate tasks to respective team members on MDs behalf
Capture time and date commitments
Track tasks in a delegation sheet and ensure closure

Standard Script While Delegating

Sir has requested you to do this. By when should I commit this completion to him

Follow-Up Script

Sir, you had committed this task by now. MD sir is checking on the status.

Communication Coordination
Act as MDs voice in internal coordination
Handle and respond to MDs emails after training period (1530 days)
Manage follow-ups with clients, vendors, and internal teams
Research Information Support
Conduct online research as assigned
Shortlist, print and summarize information for MDs review
Continuously improve Google search and information sourcing skills
Personal Task Coordination
Manage and coordinate personal tasks of the MD (appointments, bookings, follow-ups, household coordination etc.)

Integrity Background Verification (Mandatory)

Reference checks from last two employers
Verification through company landline numbers
Specific questioning on:
Integrity and honesty
Reliability
Follow-up and ownership
Proactiveness
Reason for exit

Induction Plan (Post Joining)

Organization Overview
Explain org structure, team roles, and reporting lines
Phased Responsibility Transfer
Gradual delegation of MDs tasks (professional + personal)
Goal: EA handles everything except thinking and decision-making
Email Communication Setup
EA to manage MDs primary email
Emergency-only email  by MD
Team Alignment Meeting
Introduce EA as MDs Secretary / Voice
Clearly establish authority for task delegation and follow-ups
Reinforce cooperation from all levels
Daily Planning Rhythm
Daily 89 AM planning with MD
EA executes and tracks the days delegation

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