Executive Assistant to Managing Director

About the Role

Reckon Diagnostics Pvt. Ltd., located in Vadodara, Gujarat, is seeking a diligent and reliable Executive Assistant to provide comprehensive support to the Managing Director. The position demands someone highly detail-oriented and proactive to streamline day-to-day activities, assist in strategic projects, and maintain strict confidentiality while enhancing communication and coordination across departments.

Key Responsibilities

• Efficiently manage the Managing Director’s calendar, appointments, meetings, travel plans, and correspondences.
• Prioritize and coordinate internal and external meetings, including screening calls and handling emails and visitor queries.
• Prepare professional correspondence, presentations, reports, and manage meeting agendas along with recording detailed minutes and follow-ups.
• Act as liaison between the MD and departments such as Production, QA/QC, R&D, Regulatory, Sales, Finance, HR, ensuring task completion and reporting progress on strategic initiatives.
• Create, consolidate, and present daily, weekly, and monthly MIS reports, utilizing tools like Excel and PowerPoint to develop dashboards and highlight critical business insights.
• Organize domestic and international travel arrangements, including bookings, visa paperwork, and expense management.
• Coordinate major company events such as board meetings, distributor gatherings, sales conferences, and management reviews.
• Maintain confidential documentation, support audit preparations, and assist with compliance following ISO and GMP standards.
• Conduct market and competitor analysis, support business proposals, and coordinate special projects and new initiatives as assigned by the MD.

Required Qualifications & Experience

• Bachelor’s degree preferably in Business Administration, Commerce, Management, Life Sciences, or Engineering. An MBA is considered advantageous.
• 3 to 5 years of relevant experience, ideally within Manufacturing, Medical Devices, Pharmaceuticals, Healthcare, or IVD sectors.

Essential Skills & Competencies

• Excellent command over English, both written and spoken.
• Strong stakeholder management and interpersonal communication skills.
• Proficiency in advanced MS Excel functions (Pivot Tables, VLOOKUP, XLOOKUP, Charts), MS PowerPoint, and Word.
• Capable of preparing impactful presentations and managing calendars effectively.
• Exceptional follow-up, organizational skills, multitasking abilities, and attention to detail.
• Ability to work efficiently under pressure and meet deadlines with high integrity and confidentiality.
• Strong analytical and problem-solving mindset.

Preferred Industry Background

Candidates experienced in In Vitro Diagnostics, Medical Devices, Pharmaceuticals, Healthcare, Biotechnology, or Manufacturing are highly desirable.

Key Performance Indicators

• Completion rate of MD's assigned actions within timelines.
• Accuracy and punctuality in MIS reporting and meeting documentation.
• Efficiency in calendar and meeting management.
• Effectiveness of coordination across departments and quality of executive communication.
• Proper management of confidential documents and support towards organizational objectives.

Compensation and Growth

Competitive salary package between INR 20,000 to 40,000 per month with performance-driven annual increments. The role offers close interaction with senior leadership and promising advancement opportunities into Business Operations, Chief of Staff, or Strategy roles.