Executive Assistant

Job Summary

We are a fast-growing corporate gifting company looking for a highly organized, proactive, and detail-oriented Executive Assistant (EA). In this role, you will act as the strategic right hand to our General Manager, managing daily administrative operations, coordinating client orders, and liaising with vendors. You will play a critical role in ensuring our premium gifting experiences are delivered seamlessly and on schedule.

Key Roles & Responsibilities- Gifting Operations & Vendor Relations

• Order Tracking: Monitor the production lifecycle of corporate gift orders from placement to final delivery.
• Vendor Management: Liaison with artisans, suppliers, and printers to source inventory, request quotes, and track lead times.
• Quality & Fulfillment Assurance: Double-check recipient address sheets, coordinate custom branding assets, and ensure order accuracy before shipping.
• Inventory Control: Monitor packaging supplies (boxes, ribbons, cards) and alert production teams on low stock levels.

Executive Administrative Support

• Calendar Management: Maintain and optimize the General Manager’s calendar, scheduling client pitches and internal reviews.
• Inbox Triage: Manage incoming emails, prioritize urgent client inquiries, and draft correspondence on behalf of the GM.
• Expense Tracking: Reconcile monthly credit card statements, submit expense reports, and process vendor invoices.

Client & Cross-Functional Liaison

• Account Support: Serve as a reliable point of contact for corporate clients, handling status updates and basic onboarding.
• Internal Bridge: Connect the GM's office with the warehouse, design team, and sales department to keep projects moving.
• Meeting Management: Prepare meeting agendas, take detailed minutes, and track follow-up action items for the executive team.

Qualifications & Experience

• Experience: 0–2years of experience as an Executive Assistant, Operations Coordinator, or Project Manager (experience in e-commerce, corporate gifting, or events is a major plus) We can also look for a freshers as well
• Tech Skills: Proficiency in Google Workspace/MS Office,).
• Skills: Elite organizational skills, extreme attention to detail (no missed typos on gift cards), and strong written communication.
• Attributes: Ability to stay calm under pressure, especially during peak Q4/holiday gifting seasons.