Secretary / Executive Assistant

We are looking for an exceptionally organized, proactive, and detail-oriented Executive Assistant to work directly with the Director of a growing manufacturing company. This is a high-trust role for someone who enjoys bringing structure to busy schedules, ensuring nothing falls through the cracks, and acting as the central point of coordination for both professional and personal commitments.

The ideal candidate has excellent English communication skills, outstanding follow-up abilities, and enjoys planning, organizing, and managing multiple priorities simultaneously.

• Key ResponsibilitiesExecutive SupportManage the Director's calendar and daily schedule.
• Coordinate meetings, appointments, and travel plans.
• Organize virtual and in-person meetings.
• Prioritize requests and ensure efficient time management.
• Task & Follow-up ManagementTrack tasks assigned to factory and office teams.
• Conduct regular follow-ups to ensure timely completion.
• Maintain action trackers and provide status updates.
• Escalate delays and pending items when required.
• Ensure commitments made during meetings are executed.
• Administrative SupportMake travel, hotel, restaurant, and personal reservations.
• Coordinate meetings with clients, vendors, and consultants.
• Prepare meeting agendas and maintain minutes where required.
• Handle basic documentation and correspondence.
• Personal AssistanceAssist with personal appointments and bookings.
• Coordinate family travel arrangements when required.
• Manage reminders for important events and commitments.
• Handle miscellaneous personal administrative tasks with complete confidentiality.
• Organization & CoordinationMaintain digital records and filing systems.
• Coordinate between different departments when required.
• Help improve productivity through better planning and organization.
• Take ownership of administrative projects as assigned.
• Candidate ProfileEssential SkillsExcellent spoken and written English.
• Exceptional organizational and planning skills.
• Strong follow-up and coordination abilities.
• High attention to detail.
• Ability to multitask without losing accuracy.
• Professional, courteous, and confident communication.
• Ability to maintain complete confidentiality.
• Self-motivated and capable of working independently.
• Technical SkillsMicrosoft Office (Word, Excel, PowerPoint)
• Google Workspace (Calendar, Docs, Sheets, Drive)
• Zoom / Microsoft Teams / Google Meet
• Comfortable using productivity and task management tools
• Experience2–5 years as an Executive Assistant, Personal Assistant, Executive Coordinator, or similar administrative role preferred.
• Experience supporting senior management or business owners will be an added advantage.
• Work ArrangementHybrid role (Work from Home + Co-working Space)
• Flexible working style with outcome-based expectations
• Occasional travel to the factory in Umbergaon for meetings and coordination

What We're Looking ForThe right candidate is someone who:

• Naturally follows up without being reminded.
• Loves creating order out of chaos.
• Thinks ahead and anticipates requirements.
• Is dependable, discreet, and trustworthy.
• Enjoys working closely with an entrepreneur in a fast-paced environment.
• Can independently own administrative responsibilities with minimal supervision.

If you are highly organized, enjoy coordinating people and tasks, and take pride in ensuring everything runs smoothly, we'd love to hear from you.