Secretary / Executive Assistant

Job Title: Executive Assistant to the Director of Company.

Location: Surat, Gujarat

Employment Type: Full-time

About Us:

We are a fast-growing organization serving high-net-worth individuals (HNI) and working with multiple third-party business associates. We value discretion, efficiency, and proactive problem-solving. The Executive Assistant to the Director will act as a trusted partner, ensuring smooth client servicing and helping the founder focus on strategic priorities.

Key Responsibilities:

• Provide direct administrative support to the Founder, managing their daily calendar, appointments, and travel arrangements.

• Attend high-profile meetings and client interactions to take accurate, confidential key notes and action items; follow up to ensure completion.

• Serve as primary point of contact for HNI clients on behalf of the Founder, ensuring timely, professional communication and a high-touch client experience.

• Create, maintain, and organize project files, client records, meeting briefs, and follow-up trackers.

• Coordinate with third-party business associates, vendors, and service providers to manage deliverables and timelines.

• Prepare meeting agendas, briefing documents, presentations, and status reports as required.

• Handle day-to-day activities and ad-hoc requests, proactively resolving issues and anticipating the Founder’s needs.

• Manage domestic travel logistics; willingness to travel 3–4 days per month for client visits or meetings.

• Maintain strict confidentiality and exercise sound judgment on sensitive matters.

• Use productivity tools and AI-assisted applications to streamline workflows, automate routine tasks, and improve efficiency.

Preferred Qualifications:

• Bachelor’s degree or equivalent experience.

• fresher or 1+ years experience supporting senior executives, ideally in client-facing or HNI-service environments.

• Strong written and verbal communication skills; professional telephone and email etiquette.

• Excellent organizational and time-management abilities, with attention to detail and the ability to prioritize under pressure.

• Above-average computer skills: proficiency with MS Office (Word, Excel, PowerPoint), Google Workspace, calendar tools (e.g., Google Calendar, Outlook), and basic CRM familiarity.

• Familiarity with AI tools and automation platforms (e.g., ChatGPT, Copilot, Zapier, Notion AI) is an added advantage.

• Comfortable traveling and flexible to work occasional extended hours when needed.

• High level of integrity, discretion, and client-first mindset.

Key Competencies:

• Proactive problem solver and quick learner.

• Strong interpersonal skills and ability to build rapport with HNI clients and external partners.

• Exceptional note-taking and summarization skills; ability to convert meeting notes into clear action plans.

• Adaptable, calm under pressure, and resourceful.

Compensation & Benefits:

• Competitive salary, commensurate with experience.

• Travel reimbursement or allowance for business travel.

• Opportunities for professional development and exposure to senior leadership.