Secretary / Executive Assistant

Job Description: Executive Assistant (EA) to Senior Business Owner

Location: Shillong / Guwahati (Field + Office Role)

Company: Jain Petroleum Group

Position Overview:

We are looking for a highly organised and tech-savvy Executive Assistant (EA) to support a senior business owner with a very busy daily schedule, constant phone calls, and multiple pending tasks.

This role includes digital task management, coordination, field visits, and office-based administrative work.

Key Responsibilities:

1. Daily Scheduling & Digital Task Management :

• Maintain and update Google Calendar for meetings, appointments, reminders, and daily planning.
• Use Microsoft To-Do List to create task lists, priority trackers, and follow-up reminders.
• Organise and track work using digital dashboards (Google Sheets, Excel, or planner apps).
• Ensure daily tasks and follow-ups are updated, monitored, and completed on time.

2. Phone Call Handling & Communication:

• Manage continuous incoming phone calls with professionalism.
• Take detailed notes and relay messages accurately.
• Follow up with managers, staff, vendors, government departments, and contractors.

3. Coordination & Follow-Up Management:

• Coordinate daily operations across multiple petrol pumps and backend office teams.
• Maintain a task tracker for all pending and ongoing work.
• Send reminders to teams, ensure timely closures, and report status updates to the senior.

4. Field Work:

• Visit petrol pumps, offices, sites, government offices, and vendor locations as required.
• Submit/collect documents, inspect work progress, and communicate instructions.
• Represent the senior efficiently during field visits.

5. Meeting Support:

• Schedule meetings using Google Calendar.
• Prepare notes, minutes, agenda points, and follow-up lists.
• Join meetings physically or virtually and track action points on Microsoft To-Do.

6. Office Administration:

• Draft emails, WhatsApp messages, letters, and internal communication.
• Maintain organised digital and physical files.
• Handle documentation: bills, receipts, reports, proposals, and government papers.

7. Travel & Logistics:

• Book flights, hotels, and transportation.
• Create travel itineraries and ensure documentation and logistics are in place.

8. Professional Conduct & Confidentiality:

• Maintain strict confidentiality over sensitive business and family information.
• Present a polished, disciplined, and dependable work ethic.

Desired Candidate Profile:

• Graduate with 2–6 years of EA/administration/operations experience.
• Proficient in Google Calendar, Microsoft To-Do, Excel, WhatsApp, and email drafting.
• Strong coordination and communication skills.
• Comfortable with both office tasks and regular field visits.
• Fluent in English and Hindi; knowledge of local languages is an advantage.
• Smart, organised, punctual, and able to work under pressure.

Working Style:

• Work directly with the senior business owner daily.
• Flexible with timings based on workload and travel schedule.
• Combination of office work, digital coordination, and on-ground execution.