Secretary / Executive Assistant

Job Description - Executive Assistant to the Director

Reporting To: Mr. Paresh Vasaikar, Director

Location: Rabale, Navi Mumbai

About the Companies

Shiv Shakti PressTech Private Limited (SSPPL) is a leading manufacturer of precision sheet metal stamped components and sub-assemblies, serving reputed OEMs with a strong focus on quality, process excellence and continuous improvement.

Green Lean Solutions Private Limited (GLSPL) is a consulting company specializing in Lean Manufacturing, Sustainability, Energy Efficiency, Carbon Footprint Assessment and Operational Excellence for MSMEs and manufacturing industries.

Position Summary - The Executive Assistant (EA) will serve as the Director's trusted business partner, ensuring smooth day-to-day execution of strategic, operational and administrative responsibilities across both organizations.

The role requires exceptional organizational skills, confidentiality, initiative, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

The ideal candidate should think ahead, solve problems proactively, and help the Director remain focused on strategic business growth.

• Key Responsibilities -
• Executive & Calendar ManagementManage the Director's calendar and appointments.
• Schedule meetings, customer visits and internal reviews.
• Coordinate travel, accommodation and logistics.
• Prepare daily schedules and reminders.
• Prioritize meetings based on business importance.
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• 2. Communication Management
• Screen calls, emails and correspondence.
• Draft professional emails and business letters.
• Follow up with customers, suppliers and consultants.
• Maintain professional communication with senior stakeholders.
• Prepare meeting agendas and circulate minutes.

• 3. Follow-up & Task Management
• Track all commitments made by the Director.
• Maintain an Action Tracker with deadlines and ownership.
• Follow up with department heads until closure.
• Ensure timely execution of decisions.
• Escalate delays appropriately.

4. Business Coordination - Coordinate across departments including:

• Production
• Quality
• Purchase
• Sales & Marketing
• HR
• Accounts & Finance
• Tool Room
• Stores
• Dispatch
• Maintenance

Ensure seamless information flow between departments.

5. MIS & Reporting - Prepare periodic reports including:

• Sales Dashboard
• Collections Report
• Production Status
• Purchase Status
• Pending Orders
• Customer Follow-up
• Cash Flow Summary
• Project Progress Reports
• Lean Project Status (GLSPL)
• Business Development Pipeline

Present reports in a concise, management-friendly format.

6. Meeting Management - Organize and coordinate:

• Weekly Management Review Meetings
• Daily Review Meetings
• Customer Meetings
• Supplier Meetings
• Consultant Meetings
• Strategy Sessions
• Project Reviews

Responsibilities include:

• Preparing agendas
• Recording minutes
• Tracking action items
• Monitoring completion status

7. Documentation & Record Management - Maintain organized records of:

• Contracts
• Agreements
• Presentations
• Company Profiles
• Quotations
• Business Proposals
• Confidential Documents
• Board Documents
• Policies and SOPs

Ensure both digital and physical records are systematically maintained.

8. Project Coordination - Support strategic initiatives such as:

• Lean Manufacturing Projects
• New Customer Development
• Factory Improvement Projects
• Automation Initiatives
• Digital Transformation
• Marketing Campaigns
• Exhibition Planning
• ISO & Compliance Activities

Track milestones and provide regular progress updates.

9. Business Research - Conduct research on:

• Potential customers
• Competitors
• Market trends
• Government schemes
• New technologies
• Industry developments
• Vendor identification
• Benchmarking studies

Prepare concise briefing notes for management review.

10. Presentation & Proposal PreparationPrepare high-quality:

• PowerPoint presentations
• Company profiles
• Business proposals
• Investor decks
• Customer presentations
• MIS dashboards
• Strategic reports

Maintain consistent branding and professional standards.

11. Personal Assistance - Assist the Director with:

• Important reminders
• Travel planning
• Event coordination
• Speaking engagements
• Business networking
• Professional memberships
• Appointment management

12. Confidentiality - Handle confidential information related to:

• Financial data
• Business strategy
• Customer information
• Employee information
• Legal documents
• Expansion plans

Maintain absolute discretion and professionalism.

• Key Performance Indicators (KPIs)
• 100% calendar accuracy
• 95% on-time follow-up closure
• Timely preparation of MIS reports
• Zero missed critical meetings
• Meeting minutes circulated within 24 hours
• High document accuracy
• Effective coordination across both companies
• Strong stakeholder satisfaction
• Continuous improvement in administrative efficiency
• Required QualificationsBachelor's degree in Business Administration, Commerce, Management or related field.
• MBA or Executive Assistant certification will be an advantage.
• Experience 0-10 years as an Executive Assistant, Executive Secretary, Office Manager or Executive Coordinator.
• Experience supporting senior leadership, preferably in manufacturing, engineering or consulting organizations.
• Technical SkillsMicrosoft Excel (Advanced)
• AI productivity tools (e.g. ChatGPT, Microsoft Copilot)
• Microsoft PowerPoint
• Microsoft Word
• Outlook
• Google Workspace
• ERP systems
• Presentation design
• Report preparation
• Data analysis

Behavioural Competencies - Excellent communication skills

• Strong planning and organization
• High integrity and confidentiality
• Attention to detail
• Ability to multitask
• Ownership mindset
• Professional etiquette
• Time management
• Problem-solving ability
• Decision-making capability
• Strong follow-up skills
• Emotional maturity
• Positive attitude
• Ability to work under pressure
• Continuous learning orientation
• Preferred AttributesExperience working directly with business owners or directors.
• Exposure to manufacturing and industrial environments.
• Ability to handle multiple priorities simultaneously.
• Comfortable interacting with customers, consultants and senior executives.
• Strong analytical and presentation skills.
• Willingness to travel occasionally, if required.

Why Join Us?

This role offers an opportunity to work closely with the Director of two growing organizations, gaining first-hand exposure to manufacturing operations, strategic planning, business development, Lean Manufacturing, sustainability consulting and leadership decision-making. It is an ideal platform for ambitious professionals seeking broad business exposure and accelerated career growth.