Secretary / Executive Assistant

We are looking for a smart, organized, and proactive Executive Assistant & Front Desk Executive to manage the reception area while providing administrative and executive support to management. The ideal candidate should possess excellent communication skills, strong computer knowledge, and the ability to multitask in a fast-paced ladies ethnic wear wholesale environment.

• Key Responsibilities1. Front Desk ManagementWelcome customers, suppliers, and visitors professionally.
• Attend incoming phone calls and transfer them appropriately.
• Receive courier, parcels, and documents.
• Maintain visitor register.
• Coordinate guest refreshments.
• Ensure reception area remains neat and presentable.
• 2. Executive AssistanceManage Director's daily calendar.
• Schedule meetings and appointments.
• Prepare meeting agendas.
• Record meeting minutes (MOM).
• Follow up with departments on pending work.
• Maintain task tracker for management.
• Remind management about important deadlines.
• 3. Administrative ResponsibilitiesHandle inward and outward correspondence.
• Maintain office files and documents.
• Organize digital records.
• Coordinate stationery procurement.
• Manage pantry and office supplies.
• Coordinate housekeeping staff.
• Handle office maintenance complaints.
• Coordinate with AMC vendors.
• 4. Staff CoordinationMaintain employee attendance.
• Record leave applications.
• Maintain holiday records.
• Coordinate joining formalities.
• Assist HR in recruitment scheduling.
• Coordinate interview appointments.
• Prepare employee documentation.
• 5. Customer CoordinationHandle customer inquiries professionally.
• Coordinate with sales team regarding appointments.
• Inform customers regarding meeting schedules.
• Escalate customer complaints to concerned departments.
• Maintain customer contact database.
• 6. Vendor CoordinationCoordinate with courier companies.
• Follow up with printers.
• Coordinate with internet providers.
• Liaise with office maintenance vendors.
• Follow up on office service requests.
• 7. DocumentationPrepare letters.
• Draft emails.
• Maintain confidential documents.
• Prepare reports.
• Maintain agreement files.
• Organize invoices and receipts.
• 8. Computer & Software WorkMS Excel
• MS Word
• PowerPoint
• Google Sheets
• Google Drive
• Tally (Basic Knowledge)
• Canva (Basic Design)
• CapCut (Basic Video Editing)
• WhatsApp Business
• PDF editing
• Basic internet research
• 9. CommunicationProfessional telephone etiquette.
• Draft professional emails.
• Follow up through calls and WhatsApp.
• Coordinate internally with departments.
• Communicate effectively with customers and vendors.
• Desired SkillsExcellent communication in English, Hindi, and preferably Gujarati.
• Smart personality with a pleasant appearance.
• Strong organizational skills.
• Excellent follow-up ability.
• Good coordination skills.
• Positive attitude.
• Problem-solving mindset.
• Ability to maintain confidentiality.
• Attention to detail.
• Time management.
• Multitasking ability.
• Educational QualificationGraduate (Preferred)
• Diploma in Office Administration is an advantage