Secretary / Executive Assistant

Executive Assistant to Director — Garment Manufacturing Unit

Reports to: Director

Department: Administration / Director’s Office

Location: [Factory / Head Office]

Job Purpose

To act as the primary point of support to the Director, managing the office, communications, and coordination so the Director can focus on strategy, buyers, and production decisions. The role bridges the Director’s office with factory floor, merchandising, sourcing, and external stakeholders.

Key Responsibilities

Calendar & Communication

• Manage the Director’s calendar, meetings, factory visits, and buyer appointments; resolve scheduling conflicts.

• Screen and prioritize calls, emails, and WhatsApp/messages; draft and send correspondence on the Director’s behalf.

• Prepare agendas, take minutes, and track action items to closure.

Coordination & Follow-up

• Follow up with department heads (merchandising, production, sampling, quality, dispatch, accounts) on the Director’s instructions and deadlines.

• Chase pending approvals, samples, PO confirmations, and shipment status so nothing slips.

• Coordinate buyer and vendor visits — itinerary, factory tour, sampling room readiness, hospitality.

Documentation & Reporting

• Compile production, dispatch, and order-status reports for the Director’s review.

• Maintain files for buyer correspondence, contracts, costing sheets, tech packs, and compliance/audit documents.

• Prepare presentations and data summaries for management reviews.

Travel & Logistics

• Arrange domestic/international travel, visas, hotels, and expense reconciliation, especially around tr