Secretary / Executive Assistant

Position: Executive Secretary

Location: Mumbai

Reporting To: Director

Industry: Luxury Building Materials, Design & Operations

Role Overview

The Executive Secretary will act as the Director's operational right hand — managing daily schedules, coordinating internal and external communication, handling logistics, and overseeing post-sales operations on behalf of the Director. This role requires exceptional organization, confidentiality, tact, and the ability to manage multiple tasks efficiently.

Key Responsibilities

1. Executive Assistance

Manage the Director’s daily schedule, meetings, calls, and travel plans.

Prepare meeting briefs, minutes, follow-ups, and action trackers.

Handle confidential documentation, agreements, and internal communication.

2. Operations & Logistics

Coordinate daily operations with sales, warehouse, logistics, and finance teams.

Track material dispatch, delivery timelines, and project progress.

Ensure smooth communication between clients, vendors, and internal teams.

Follow up on production, packaging, orders, and installations.

3. Post-Sales Coordination

Maintain client communication post-confirmation.

Share updates, delivery timelines, and resolve escalations.

Coordinate with site teams for inspection, delivery, or installation-related communication.

Track pending payments, invoices, and documentation.

4. Communication & Documentation

Draft emails, proposals, and reports on behalf of the Director.

Maintain CRM updates, documentation, and MIS reports.

Organize and systemize the Director’s workflow for efficiency.

5. Administrative & Support Functions

Handle vendor coordination, billing follow-ups, and office-related admin tasks.

Maintain records, filing systems, and business correspondence.

Assist in preparing presentations and business reports.

Key Requirements

Minimum 3–7 years of experience as an Executive Assistant / Secretary / Operations Coordinator.

Strong communication skills in English & Hindi.

Highly organized, proactive, and able to take ownership.

Ability to multitask and manage pressure.

Tech savvy — Excel, Google Sheets, CRM, email drafting.

Confident, professional, and presentable.

What We Offer

Competitive salary

Direct exposure to decision-making and leadership

Fast-paced growth environment

Opportunity to work closely with the brand’s top management