Executive Assistant

Designation : Executive Assistant (Legal & Commercial Support)

Department : Commercial / Legal

Reporting to : Managing Director / Senior Management / Legal Head

Department Head : Senior Manager / Director

🌟 Role Summary

The Executive Assistant to the HOD provides high-level administrative, commercial, and legal coordination support to the Department Head. The role involves managing documentation, contracts, legal correspondence, compliance tracking, meeting coordination, and inter-departmental follow-ups. This position requires confidentiality, strong legal understanding, structured reporting, and proactive support to ensure smooth departmental functioning and compliance adherence.

🎓 Education & Skills

• Graduate / Postgraduate (Law, Commerce, Management preferred)

• 2–5 years of experience as Executive Assistant or Legal/Commercial Coordinator

• Basic to intermediate knowledge of contracts, legal documentation, and compliance

• Strong drafting skills (emails, notices, MOMs, agreements)

• Proficient in Excel, Word, PowerPoint, emails

• High discretion, attention to detail, and strong follow-up discipline

🔧 Key Responsibilities

🧩 Executive & Administrative Support

1. Manage calendar, meetings, and appointments for the HOD

2. Prepare agendas, Minutes of Meetings (MOM), and action trackers

3. Draft official emails, letters, and internal communications

4. Coordinate inter-departmental follow-ups on behalf of the HOD

5. Maintain confidentiality of sensitive management and legal information

⚖️ Legal & Compliance Coordination

1. Assist in drafting, reviewing, and maintaining contracts, agreements, and MOUs

2. Coordinate with external legal counsel for notices, replies, and case updates

3. Maintain tracker for legal cases, notices, agreements, and compliance deadlines

4. Ensure timely circulation and execution of approved legal documents

5. Support HOD in compliance-related documentation and audits

📁 Documentation & Records Management

1. Maintain structured digital and physical filing of legal and commercial documents

2. Track contract validity, renewals, amendments, and approvals

3. Ensure version control and accurate naming of documents

4. Maintain dashboards and trackers for management review

5. Assist in preparing reports and presentations for senior management

👥 Stakeholder & Coordination Support

1. Liaise with HR, Finance, Operations, and Commercial teams for data and approvals

2. Coordinate with clients, vendors, and consultants as instructed by HOD

3. Support in portal uploads, statutory submissions, or client documentation

4. Escalate delays, risks, or non-compliance issues to HOD promptly

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