Secretary / Executive Assistant

Executive Assistant to Founder | Office & Business Operations

Company: AMB Media House OPC Pvt. Ltd.

Location: Panchkula / Chandigarh Tricity

Experience: 0–4 years

Employment Type: Full-time

Reporting To: Founder & Director

About the Role

We are looking for a highly organised, proactive and responsible Executive Assistant to the Founder who can become the Founder’s right hand in managing day-to-day work, schedules, meetings, employee coordination, office administration and follow-ups.

This is not a traditional desk-based assistant role. We are looking for someone who can take ownership, follow through and make sure things actually get done.

The ideal candidate should be comfortable working in a fast-paced entrepreneurial environment where priorities can change quickly.

Key Responsibilities

1. Founder’s Calendar & Schedule Management

- Manage the Founder’s daily calendar, meetings and appointments.

- Schedule, reschedule and confirm meetings.

- Coordinate with clients, sponsors, partners, vendors and internal teams.

- Maintain reminders for important meetings, deadlines and commitments.

- Prepare the Founder’s daily schedule and priorities.

- Ensure adequate buffer time between meetings and activities.

2. Meeting & Follow-up Management

- Coordinate meetings and prepare agendas when required.

- Take meeting notes/minutes and maintain action points.

- Maintain an Action Item Tracker with responsible person and deadline.

- Follow up with employees, clients, vendors and partners until tasks are completed.

- Ensure that important commitments do not get missed.

3. Employee Coordination

- Coordinate daily employee updates and attendance/WFH status.

- Maintain leave and attendance records.

- Follow up on pending employee tasks.

- Coordinate internal meetings and team activities.

- Organise employee birthdays, celebrations and engagement activities.

- Coordinate with HR, accounts and team leaders as required.

4. Bills, Expenses & Office Administration

- Collect and organise company/vendor bills and invoices.

- Maintain a monthly Bills & Payment Tracker.

- Track payment due dates and follow up with the relevant person.

- Coordinate with the accountant for invoices, expenses and documentation.

- Maintain petty cash and basic office expense records.

- Track recurring expenses such as subscriptions, utilities and office services.

- Ensure bills and documents are properly filed.

Note: Payment approval and banking access will remain with the Founder/authorised person.

5. Office Management

- Coordinate stationery, printing, courier and office supplies.

- Coordinate with vendors, housekeeping, maintenance and service providers.

- Ensure the office is organised and meeting-ready.

- Handle routine administrative requirements.

- Maintain important office documents and records.

6. Business & Event Coordination

Since AMB Media House works extensively in business events and conferences, the candidate will also assist with:

- Event calendars and timelines.

- Speaker and sponsor follow-ups.

- Delegate/registration coordination.

- Vendor and venue coordination.

- Event checklists.

- Travel and accommodation coordination when required.

- Event-related documentation and follow-ups.

7. Communication & Documentation

- Handle routine WhatsApp/email communication on behalf of the Founder when required.

- Draft basic emails, messages and follow-ups.

- Maintain Google Drive folders and company documents.

- Prepare basic reports, trackers and presentations.

- Maintain confidentiality of business and Founder-related information.

What We Are Looking For

The ideal candidate should be:

- Highly organised and detail-oriented.

- Excellent at follow-ups.

- Proactive rather than waiting for instructions.

- Comfortable speaking to clients, vendors and employees.

- Good in spoken and written English.

- Comfortable communicating in Hindi.

- Good with Google Workspace, Google Calendar, Google Sheets and Microsoft Office.

- Comfortable using WhatsApp for professional coordination.

- Willing to learn AI tools and modern productivity tools.

- Able to multitask and prioritise.

- Reliable and punctual.

- Mature enough to handle confidential information.

- Comfortable working directly with a Founder.

- Someone who takes ownership rather than simply completing assigned tasks.

Most Important Quality

We are looking for someone who thinks:

“What needs to be done?”

rather than:

“What work has been assigned to me?”

The right person should be able to identify pending work, follow up with people, remind the Founder when necessary and ensure tasks are closed.

What Success Looks Like

Within a few months, the Founder should be able to rely on the assistant for:

Calendar → Meetings → Follow-ups → Employees → Bills → Office → Events → Daily Administration

with minimal supervision.

The objective is simple:

«To give the Founder more time to focus on business growth, clients, partnerships, strategy and events by taking ownership of day-to-day coordination and administration.»

Qualifications

- Graduate in any discipline.

- 1–4 years of experience in Executive Assistant, Personal Assistant, Office Administration, Operations or similar roles.

- Freshers with exceptional organisational and communication skills may also be considered.

- Good working knowledge of MS Office / Google Workspace.

- Strong communication and coordination skills.