Secretary / Executive Assistant

Job Description – Executive Assistant to Creative Director

Position

Executive Assistant to the Creative Director

About the Role

We are looking for a highly organized, proactive and execution-focused Executive Assistant to support the Creative Director. The role is not limited to calendar management—it is about ensuring that every discussion turns into action, every commitment is tracked, and nothing falls through the cracks.

The ideal candidate should be obsessed with organization, follow-ups and accountability. They should be comfortable interacting with senior leadership, production teams, vendors and external partners while maintaining complete confidentiality.

Key Responsibilities

1. Time Management & Calendar Control

• Manage the Creative Director’s daily schedule.
• Prioritize meetings based on business importance.
• Filter unnecessary interruptions and visitors.
• Ensure adequate focus time for design, strategic thinking and decision-making.
• Coordinate travel, appointments and external meetings.

2. Task & Follow-up Management (Most Important)

• Attend meetings and record action items.
• Convert discussions into clear task lists with owners and deadlines.
• Maintain a live tracker of every pending task.
• Follow up with team members daily until completion.
• Escalate delays proactively.
• Ensure no commitment or deliverable is missed.

3. Meeting Management

• Prepare agendas before meetings.
• Take concise meeting notes.
• Circulate action items immediately after meetings.
• Track completion of every action item.

4. Communication Management

• Coordinate with all departments including Design, Production, Merchandising, Sales, Finance and Marketing.
• Liaise with vendors, consultants and partners.
• Draft emails, WhatsApp messages and internal communications on behalf of the Creative Director.

5. Factory Coordination

• Act as the central coordination point inside the factory.
• Ensure departments provide updates on committed timelines.
• Remove bottlenecks by coordinating between teams.
• Keep leadership informed of critical delays before they become problems.

6. Daily Reporting

Prepare a concise daily dashboard including:

• Tasks completed today
• Pending tasks
• Overdue items
• Critical approvals required
• Meetings for the next day
• High-priority follow-ups

7. Document & Information Management

• Organize important documents and presentations.
• Maintain digital records.
• Ensure quick access to information whenever required.

Required Skills

• Exceptional organizational skills.
• Strong written and verbal communication.
• Excellent follow-up and coordination abilities.
• High attention to detail.
• Ability to manage multiple priorities simultaneously.
• Strong problem-solving mindset.
• Professional discretion and confidentiality.
• Ability to work under pressure and meet deadlines.

Preferred Qualifications

• 3–7 years of experience as an Executive Assistant, Executive Coordinator or Chief of Staff.
• Experience supporting founders, CEOs, creative directors or senior executives.
• Proficiency in Microsoft Office, Google Workspace, Excel and PowerPoint.
• Experience with task management tools such as ClickUp, Asana, Notion, Monday.com or Trello.

Success Metrics (KPIs)

• 95%+ of assigned tasks completed by agreed deadlines.
• Zero missed follow-ups on critical action items.
• Daily action tracker maintained without exception.
• Calendar conflicts minimized.
• Faster decision-making due to structured information and preparation.
• Leadership spends significantly more time on strategic and creative work rather than chasing updates.

Ideal Personality

• Highly proactive rather than reactive.
• Calm under pressure.
• Persistent with follow-ups.
• Polite but assertive.
• Extremely dependable.
• Process-oriented with strong attention to detail.
• Comfortable holding senior team members accountable while maintaining professionalism.