Secretary / Executive Assistant

1. Job Purpose

To provide high-level administrative, coordination and business support to the Director, ensuring effective management of the Director's schedule, meetings, communication, follow-ups, reports and key business priorities. The role will act as a central coordination point between the Director and internal departments, customers, suppliers, consultants and other stakeholders.

2. Key Responsibilities

·      Manage the Director's calendar, appointments, meetings, travel plans and daily schedule.

·      Prepare meeting agendas, presentations, MIS reports, briefing notes and other documents required by the Director.

·      Attend meetings with the Director, record minutes/action points and ensure timely follow-up and closure.

·      Coordinate with production, purchase, sales, finance, HR, quality, logistics and other departments on matters assigned by the Director.

·      Track important business decisions, pending approvals and action items and provide regular status updates to the Director.

·      Handle confidential correspondence, documents, commercial information and management-related data with complete discretion.

·      Draft and review emails, letters, notes, reports and other business communications on behalf of the Director.

·      Coordinate with customers, vendors, consultants, bankers, government authorities and other external stakeholders as required.

·      Assist in preparation and review of business MIS, sales reports, production updates, inventory statements, receivables/payables and other management reports.

·      Monitor important deadlines, statutory/compliance matters, renewals, contracts and commitments requiring the Director's attention.

·      Coordinate travel arrangements including flights, hotels, local transportation and detailed itineraries.

·      Organise and coordinate internal and external meetings, factory visits, client meetings and management events.

·      Maintain an organised filing system for important physical and digital records.

·      Follow up with concerned team members to ensure execution of decisions taken by the Director.

·      Undertake special projects, research and business assignments entrusted by the Director.

3. Manufacturing Business Support

·      Coordinate with factory and corporate teams to obtain timely operational updates.

·      Assist the Director in reviewing production, procurement, dispatch, inventory, quality and sales performance.

·      Track key operational issues and escalate delays, bottlenecks or exceptions to the Director.

·      Assist in preparing management dashboards and presentations for review meetings.

·      Support coordination of vendor/customer visits, factory meetings and business negotiations.

4. Candidate Profile

·      Graduate in any discipline; MBA/PGDM or relevant professional qualification will be an advantage.

·      Typically 1–2 years of experience as an Executive Assistant, Personal Assistant, Management Executive or similar role.

·      Prior experience in a manufacturing, trading or business environment will be preferred.

·      Excellent written and verbal communication skills in English.

·      Strong proficiency in MS Office, particularly Word, Excel and PowerPoint.

·      Strong organisational, coordination and follow-up skills.

·      Ability to handle multiple priorities and work under pressure.

·      Mature, professional and presentable personality with high integrity and confidentiality.

·      Ability to independently manage tasks and interact confidently with senior management and external stakeholders.

5. Key Competencies

·      Excellent communication and interpersonal skills

·      Strong ownership and follow-through

·      Planning and time management

·      Attention to detail

·      Problem-solving and decision-making ability

·      Confidentiality and discretion

·      Professional etiquette

·      Strong coordination and stakeholder management

·      Good commercial and business understanding

6. Performance Indicators

·      Effective management of the Director's calendar and priorities

·      Timely completion and closure of action points

·      Accuracy and timeliness of MIS and management reports

·      Quality of communication and coordination with stakeholders

·      Responsiveness and ability to handle urgent assignments

·      Confidentiality, reliability and professional conduct