Secretary / Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant & Office Manager to support our Director. This role is the "command center" of our operations, requiring a professional who can seamlessly manage administrative tasks, coordinate with internal and external teams, and handle sensitive data with 100% accuracy. The ideal candidate will be a sharp communicator with a "get-it-done" attitude.

______________

Key Responsibilities

1. Executive & Personal Support

• Calendar Management: Proactively manage the Director’s schedule, appointments, and reminders.

• Dictation & Note-taking: Attend meetings with the Director to take minutes and ensure all action items are documented.

• Personal Assistance: Execute personal tasks and errands for the Director to optimize their time and focus.

• Brand Representation: Represent Sakhyam professionally at corporate events, exhibitions, or meetings.

2. Office Operations & Admin

• Workflow Coordination: Act as the primary liaison between the Director and staff. Assisting in hiring process.

• Strong Follow-up: Track pending tasks across departments (internal and external) to ensure deadlines are met.

• Inventory & Supplies: Manage office supplies, maintain inventory levels, and handle basic admin duties (printing, filing, etc.).

• Customer Relations: Professionally handle customer queries via phone, email, and messaging platforms.

3. Procurement & Vendor Management

• Strategic Purchasing: Research the market to identify high-quality vendors and negotiate the best prices for office/business requirements.

• Vendor Coordination: Manage relationships with external vendors and service providers.

• Financial Processing: Accurately process company receipts, invoices, and utility bills.

4. Data Management & Documentation

• Advanced Reporting: Create and maintain complex spreadsheets with high volumes of data ensuring zero errors.

• Correspondence: Draft professional emails and documents with a high level of English proficiency.

______________

Required Skills & Qualifications

• Communication: Exceptional command of the English language (both written and verbal) is a mandatory requirement.

• Technical Proficiency: Advanced knowledge of MS Excel (formulas, data entry) and MS Word.

• Speed & Accuracy: High-speed typing skills and a keen eye for detail in data entry.

• Research Skills: Ability to conduct independent market research for procurement and quality control.

• Personality: Ability to work effectively within a "team-in-the-making" environment; must be resourceful and self-motivated.

• Experience: Previous experience as an Office Executive or EA is highly preferred but not mandatory for a standout candidate.

______________

Candidate Profile

We are looking for a candidate who functions as a "right hand" to the Director. You should be someone who doesn't just wait for instructions but anticipates needs, follows up relentlessly until a task is completed, and maintains the highest standards of professional integrity.