Secretary / Executive Assistant

Job Description: Executive Assistant

Company: Fastest Weight Loss Pvt. Ltd.

Location: Goa, Work from Office / Close Assistance Role

Reporting To: Sumeet Kharb, Director

Accommodation & Food: Provided by Company

Preferred Candidate: Female, unmarried, willing to stay in company accommodation

Working Hours: Irregular / flexible working hours as per Sumeet Sir’s schedule and work

demands

Job Purpose

We are looking for a highly responsible, mentally strong, detail-oriented, and growth-focused

Executive Assistant for the Director.

This role is not a normal 9-to-6 office job. The selected candidate will work very closely with

Sumeet Sir and will be responsible for managing his work delegation sheet, follow-ups, personal

assistance, daily coordination, reminders, travel bookings, online orders, and getting important

tasks completed on time.

The main purpose of this role is to ensure that no task given by Sumeet Sir gets missed,

delayed, or forgotten.

Key Responsibilities

1. Delegation Sheet & Follow-Up Management

The most important responsibility of the Executive Assistant will be to maintain and track

Delegation Sheet.

Responsibilities include:

● Maintain daily delegation sheet in Google Sheets / Excel.

● Note every task clearly with deadline, responsible person, priority, and status.

● Follow up with team members continuously until the work is completed.

● Remind Sumeet Sir about pending, urgent, and delayed tasks.

● Take updates from team members and report honestly.

● Ensure that work is completed exactly as per Sumeet Sir’s instructions.● Keep proper records of completed, pending, delayed, and cancelled tasks.

● Identify where work is stuck and immediately escalate to Sumeet Sir.

● Never allow important work to go pending due to missed details or lack of follow-up.

This role requires strong documentation, tracking, and execution discipline, similar to IWLD’s

other roles where timely coordination, reporting, and cross-team follow-up are important.

2. Work Coordination with Team Members

● Coordinate with different departments such as production, marketing, admin, HR,

teaching, accounts, social media, and technical team.

● Communicate Sumeet Sir’s instructions clearly to the right person.

● Take confirmation that the team member has understood the task properly.

● Follow up repeatedly until the task is completed.

● Check completed work before updating Sumeet Sir.

● Maintain a professional but firm approach with team members.

● Ensure that deadlines given by Sumeet Sir are respected.

● Keep Sumeet Sir updated without hiding delays or mistakes.

3. Personal Assistance to Sumeet Sir

The Executive Assistant will also take care of important personal tasks, including:

● Managing clothes, almirah, personal items, and daily requirements.

● Ensuring meals, water, and basic daily needs are taken care of on time.

● Managing shopping requirements, online orders, returns, exchanges, and delivery

tracking.

● Coordinating family calls or reminders when required.

● Managing personal appointments, reminders, and schedules.

● Keeping personal belongings organized and easy to access.

● Ensuring Sumeet Sir’s daily routine becomes smoother and more productive.

4. Travel, Stay & Booking Management

● Book flights, trains, cabs, hotels, and other travel requirements.

● Prepare travel plans according to Sumeet Sir’s schedule.

● Keep tickets, IDs, hotel confirmations, and payment details properly organized.

● Coordinate airport pickup/drop, hotel check-in, food, and local travel.

● Handle last-minute travel changes calmly.● Maintain records of travel expenses and bookings.

5. Computer, Laptop & Online Work

The candidate must be comfortable using:

● Google Sheets

● Microsoft Excel

● Google Drive

● Gmail

● WhatsApp Web

● Laptop and basic computer systems

● Online shopping apps

● Calendar and reminder tools

● Basic document creation and file management

She should be able to create, update, and maintain sheets without constant supervision.

6. Reminder & Calendar Management

● Maintain Sumeet Sir’s daily, weekly, and monthly reminder system.

● Remind him about meetings, calls, personal work, payments, travel, deadlines, and

follow-ups.

● Ensure nothing important is missed.

● Maintain both digital and manual backup records wherever needed.

● Keep priority tasks visible and updated daily.

7. Detail Checking & Error Prevention

This role requires a very detail-oriented person because many tasks can remain pending due to

small missed details.

The candidate must:

● Double-check names, numbers, dates, timings, payment details, addresses, and

instructions.

● Confirm every important task in writing.

● Avoid assumptions.

● Ask questions immediately if instructions are unclear.● Keep proof/screenshots/confirmations wherever needed.

● Review pending work every day.

Required Personality & Attitude

The candidate must be:

● Mentally strong and emotionally stable.

● Comfortable working under pressure.

● Growth-oriented and serious about career development.

● Always active, alert, and ready to take responsibility.

● Positive, smiling, and energetic.

● Not easily hurt by strict feedback, harsh words, or high-pressure situations.

● Loyal, trustworthy, and confidential.

● Fast learner with strong common sense.

● Comfortable with irregular working hours.

● Highly organized and disciplined.

● Focused on getting work done, not making excuses.

Since the role involves close working with Director, the candidate should understand that there

may be high-pressure deadlines, strict feedback, and sometimes rude or harsh words during

stressful work situations. She must be strong-hearted, mature, and able to stay calm while

focusing on solutions.

Skills Required

● Good knowledge of Google Sheets and Excel.

● Basic laptop and computer skills.

● Strong follow-up skills.

● Good written and verbal communication.

● Ability to coordinate with multiple people.

● Good memory and note-making habit.

● Ability to manage personal and professional tasks together.

● Strong sense of responsibility.

● Ability to work without fixed working hours.

● Good problem-solving ability.

● Good speed in execution.

● Ability to maintain confidentiality.Preferred Candidate Profile

● Female candidate preferred.

● Unmarried candidate preferred because the role may require flexible timing, travel, and

staying in company accommodation.

● Ready to relocate or stay in Goa.

● Ready to stay in company-provided accommodation.

● Comfortable with food and accommodation provided by company.

● Should be sincere, loyal, and long-term focused.

● Should not have a “fixed office hours only” mindset.

● Should be willing to learn directly from Sumeet Sir’s working style.

Key Performance Indicators

Performance will be measured on:

● Percentage of tasks completed on time.

● Accuracy of delegation sheet.

● Number of missed or forgotten tasks.

● Follow-up speed with team members.

● Quality of daily reporting to Sumeet Sir.

● Ability to handle pressure without breakdown.

● Personal organization and reliability.

● Reduction in pending work.

● Quality of travel, order, and personal task management.

● Trustworthiness and confidentiality.

Work Conditions

● Location: Goa office / company accommodation.

● Food and accommodation provided by company.

● Irregular working hours.

● May require work early morning, late night, weekends, or during travel.

● Direct working with Sumeet Kharb Sir.

● High-pressure, high-learning, high-growth role.Important Note for Candidates

This job is suitable only for someone who wants to grow fast, learn directly from top

management, and is ready to take responsibility beyond normal office work.

This is not suitable for candidates who want fixed working hours, low-pressure work, or limited

responsibility.

The selected candidate will become a very important support system for Sumeet Sir and will

play a key role in ensuring that important company and personal tasks are completed on time.

Salary: ₹20,000 to ₹40,000 per month, based on experience, maturity, computer skills, and

ability to handle pressure. Food and accommodation will be provided by the company.

Performance-based growth and incentives available for sincere long-term candidates.