Executive Assistant

SAN Automotive Industries · Faridabad, India

SAN Automotive Industries is looking for a highly proactive, organized and business-oriented Executive Assistant to work directly with the Director.

This is not a conventional secretarial or administrative EA position .

The Executive Assistant will act as the eyes, ears and execution arm of the Director across the organization — ensuring that decisions are documented, responsibilities are assigned, follow-ups happen on time, and important matters reach closure.

The person will be the central coordination point between the Director, plant leadership, departments, customers, suppliers and external stakeholders.

• Manage and organize the Director’s daily priorities, meetings, appointments and commitments.
• Maintain a clear tracker of all tasks assigned by the Director across the organization.
• Follow up directly with respective team members until tasks are completed.
• Identify delays, bottlenecks and pending decisions and bring them to the Director’s attention.
• Ensure that verbal discussions and decisions are converted into clear actionable tasks.
• Prioritize matters requiring the Director’s attention rather than simply forwarding every issue.
• Maintain confidentiality regarding commercial, employee, customer and management matters.

• Attend important internal and external meetings with the Director.
• Prepare clear and structured Minutes of Meeting (MOM) .
• Convert MOM points into:
• Action → Owner → Deadline → Status.
• Circulate MOMs and follow up with responsible team members.
• Maintain a master action tracker for important management meetings.
• Ensure that commitments made during meetings do not remain pending.

Act as the key intermediary between the Director and the organization .

Coordinate with functions including:

• Business Development & Marketing
• NPD / Engineering
• Tool Room & Design
• Production
• Quality
• Purchase & Supply Chain
• Finance & Accounts
• HR & Administration
• Plant Management

The EA should understand who is responsible for what , communicate requirements clearly and ensure that work moves between departments without unnecessary dependence on the Director.

• Support coordination of customer enquiries and RFQs.
• Understand basic customer requirements, drawings, quotations and commercial discussions.
• Coordinate internally with costing, engineering, purchase, NPD and management for quotation preparation.
• Track pending quotations and customer responses.
• Follow up on RFQs, samples, documentation, presentations and commercial matters.
• Assist the Director during customer meetings and plant visits.
• Maintain customer-wise action and follow-up trackers.
• Communicate professionally with customers and external stakeholders when authorized.
• Possess good communication and negotiation skills.

The candidate is not expected to be an engineer but should develop enough technical understanding to follow automotive manufacturing discussions intelligently.

• Conduct research on customers, competitors, technologies, markets and business opportunities.
• Prepare professional PowerPoint presentations and management reports.
• Research potential customers before meetings and prepare short briefing notes for the Director.
• Assist with new projects, exhibitions, international opportunities and strategic initiatives.
• Convert unstructured information into clear summaries and actionable recommendations.

The candidate should be comfortable adopting modern tools.

• Strong working knowledge of Microsoft Office — particularly Outlook, Excel, PowerPoint and Word .
• Use AI tools for research, drafting, analysis, presentations and productivity.
• Identify repetitive administrative activities that can be automated.
• Maintain digital trackers and structured databases instead of depending only on WhatsApp or verbal follow-ups.
• Help improve the overall efficiency of the Director’s Office.

• Manage the Director’s calendar and meeting schedule.
• Organize domestic and international business travel.
• Coordinate flights, hotels, transportation, visas, exhibitions and meeting schedules.
• Maintain travel itineraries and required documents.
• Track important subscriptions, memberships, renewals and deadlines.
• Coordinate expense statements, credit-card bills and supporting documentation with Accounts.
• Ensure important administrative matters are completed without repeated reminders from the Director.

• Graduate / MBA preferred.
• Excellent written and verbal communication.
• Strong command of Excel, PowerPoint, Outlook and digital productivity tools .
• Comfortable using AI tools and automation .
• Strong follow-up and coordination ability.
• Good analytical and problem-solving mindset.
• Ability to understand basic technical and commercial discussions.
• Strong negotiation and interpersonal skills.
• Highly organized and comfortable managing multiple priorities.
• Confident communicating with senior management, employees, customers and suppliers.
• High level of confidentiality and professional maturity.
• Willingness to learn the automotive manufacturing business.