Secretary / Executive Assistant

## Role Overview

The Executive Assistant will act as a key coordination link between the Director, internal departments, franchise partners, vendors, and external stakeholders. The ideal candidate should have excellent communication skills, strong follow-up capabilities, attention to detail, and the ability to manage multiple priorities in a fast-paced business environment.

We are looking for someone who takes ownership, anticipates requirements, maintains confidentiality, and ensures that important tasks and decisions are followed through to completion.

## Key Roles & Responsibilities

*1. Executive & Administrative Support*

- Manage the Director’s calendar, appointments, meetings, and travel arrangements.

- Schedule meetings, prepare agendas, and ensure all necessary information is available in advance.

- Maintain records of important discussions, decisions, and commitments.

- Handle confidential business information with discretion and professionalism.

*2. Business Coordination & Follow-ups*

- Coordinate with departments such as Operations, Sales, Marketing, Accounts, Production, Procurement, and HR.

- Follow up on tasks assigned by the Director and ensure timely completion.

- Track pending activities, deadlines, and deliverables across departments.

- Prepare daily, weekly, and monthly status updates for management review.

- Escalate delays, bottlenecks, and critical issues to the Director.

*3. MIS, Reporting & Documentation*

- Prepare business reports, presentations, meeting minutes, and management summaries.

- Maintain Excel trackers for ongoing projects, action points, business targets, and key decisions.

- Assist in analysing business data and presenting information in a clear, structured format.

- Ensure important documents, agreements, and correspondence are organised and accessible.

*4. Franchise & Expansion Coordination*

- Coordinate with franchisees and master franchise partners across different locations.

- Follow up on franchise-related requirements, operational issues, documentation, and pending matters.

- Support new outlet openings, expansion projects, and cross-functional coordination.

- Track the progress of expansion-related activities and provide regular updates to management.

*5. Vendor & Stakeholder Management*

- Coordinate with suppliers, service providers, consultants, and other business partners.

- Follow up on quotations, purchase orders, invoices, deliveries, and pending commitments wherever required.

- Facilitate communication between the Director and relevant stakeholders.

- Maintain professional correspondence and ensure timely responses.

*6. Project & Execution Management*

- Assist the Director in implementing business initiatives, process improvements, and strategic projects.

- Monitor project timelines, responsibilities, and completion status.

- Ensure that decisions taken during meetings are converted into actionable tasks.

- Identify recurring coordination issues and suggest improvements in working processes.

## Candidate Requirements

- Graduate in Business Administration, Management, Commerce, or a related field.

- 2–5 years of experience in an Executive Assistant, Management Assistant, Business Coordinator, or similar role.

- Excellent verbal and written communication skills in English and Hindi; Marathi would be an advantage.

- Strong working knowledge of MS Excel, Word, PowerPoint, and email communication.

- Excellent organisational, planning, multitasking, and follow-up skills.

- Ability to handle confidential information and work with senior management.

- A proactive, solution-oriented mindset with a strong sense of accountability.

- Willingness to work in a dynamic, growing organisation where priorities can change quickly.

## What We Are Looking For

We are looking for an individual who does not simply wait for instructions but takes initiative, follows through on commitments, and ensures that work gets done.

The right candidate will be comfortable interacting with different teams, managing multiple responsibilities, solving coordination challenges, and helping the Director focus on business growth and strategic priorities.

*If you are organised, proactive, detail-oriented, and excited to be part of a growing Indian bakery brand, we would love to hear from you!*

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