Secretary / Executive Assistant

Executive Assistant to Director / Business CoordinatorLocation: Ghaziabad / Delhi NCR

Experience: 3–6 years

Employment: Full-time, on-site

About the RoleWe are looking for a highly organized, proactive and trustworthy Executive Assistant to work directly with the Director and support day-to-day business coordination.

This is not a routine secretarial position. The ideal candidate will take ownership of follow-ups, coordination, reporting, scheduling and pending activities and should be capable of identifying issues before they require the Director's intervention.

Key Responsibilities

1. Executive Support

• Manage the Director's calendar, meetings, appointments and reminders.
• Prepare information required for meetings and discussions.
• Maintain a daily priority and pending-task list.
• Record important decisions and ensure follow-up.
• Prepare concise daily/weekly summaries for the Director.

2. Customer & Sales Coordination

• Follow up with customers regarding orders, quotations, dispatches and payments.
• Track customer commitments and pending requirements.
• Coordinate with the sales team and ensure important matters are closed.
• Prepare customer/order status reports.

3. Dispatch & Order Coordination

• Track sales orders, pending quantities and expected dispatch dates.
• Coordinate with stores, accounts, logistics and sales teams.
• Identify shortages, delays or discrepancies and escalate them promptly.
• Maintain accurate pending-order information.

4. Supplier Coordination

• Follow up with suppliers regarding material availability, prices, deliveries and commitments.
• Maintain records of important supplier discussions and commitments.

5. Reporting & Data

• Prepare Excel/Google Sheets reports.
• Maintain MIS and business trackers.
• Compare orders, dispatches, pending quantities and outstanding payments.
• Ensure data accuracy.

6. Communication

• Handle professional WhatsApp messages, emails and calls.
• Draft customer/supplier communications.
• Maintain confidentiality of business and personal information.

7. Technology & Automation

• Use Excel/Google Sheets, WhatsApp Business, email and Tally/ERP.
• Willingness to learn AI tools and new business software.
• Help improve repetitive business processes through technology and automation.

Candidate ProfileThe ideal candidate should be:

• Highly responsible and dependable.
• Proactive rather than instruction-dependent.
• Excellent at follow-up.
• Comfortable dealing with customers, suppliers and employees.
• Good at prioritizing multiple tasks.
• Strong in Excel/Google Sheets.
• Comfortable with numbers and basic business data.
• Fluent in Hindi and professionally comfortable in English.
• Able to maintain strict confidentiality.
• Mature, polite and firm when required.
• Willing to take ownership until a task is completed.

What We Value Most Ownership, integrity, follow-up, organization and the ability to work independently.

Qualifications

• Graduate in any discipline; B.Com/BBA/MBA preferred.
• 3–6 years relevant experience.
• Strong MS Excel/Google Sheets skills.
• Experience with Tally/ERP will be an advantage.
• Experience in trading, chemicals, textiles or B2B business will be an advantage.