Secretary / Executive Assistant

Executive Assistant to the Founder –

Role summary: The Executive Assistant (EA) works directly with Ashissh Aggrawal, Founder of Infiniti Salon (KOAS Ventures), across the three branches: Shankar Nagar, Devendra Nagar and Choubey Colony. The EA keeps the founder's day organised, follows up on every open task until it is closed, and owns the stock, ordering and reporting discipline across branches, so the founder can focus on growth, franchising and key relationships.

Key responsibilities

1. Founder's calendar, follow-ups and communication

• Manage the founder's calendar, meetings, travel and branch visits
• Keep a single task tracker of everything the founder delegates or promises; follow up daily until each item is closed (e.g. vendor claims for missing products, pending documents, staff requests)
• Draft and send emails, WhatsApp messages and letters on the founder's behalf; screen calls and messages and escalate only what needs him
• Prepare agendas, take minutes and circulate action points for management and branch-manager meetings

2. Inventory, purchasing and stock control (all branches)

• Collect the monthly stock ledger and closing stock (product list) exports from each branch by the 2nd of every month and file them in the Sales Record folders
• Check every product order before it is placed against current stock, 12-month usage and other branches' stock; recommend order / order less / don't order / transfer
• Coordinate inter-branch transfers and make sure every move is entered as Transfer out / Transfer in in the salon software
• Track the monthly dead / slow / overstock report and drive action: returns to distributors, offers, staff incentives
• Maintain one clean product master across branches: same product name, MRP, cost, brand, category and sub-category; merge duplicates; flag negative stock and missing costs
• Follow up with distributors (Kerastase, L'Oréal, Skeyndor, Redken, etc.) on orders, short or missing deliveries, credit notes, returns and schemes

3. Branch coordination

• Be the founder's point of contact for the three branch managers
• Make sure each manager completes the daily / weekly / monthly routine checklist (Google reviews, video testimonials, stock entries, overstock push) and the weekly log is filled every Monday
• Track staff matters for the founder: attendance summaries, agreements, joining and exit paperwork

4. Reviews, testimonials and marketing support

• Monitor Google reviews and rating for each branch; ensure every review gets a reply within 24 hours and every negative review is escalated the same day
• Collect, organise and hand over video testimonials to the social media team
• Support campaigns, events, BNI and networking follow-ups and franchise enquiries as directed

5. Finance and admin support

• Collect and file monthly sales sheets, expense sheets and bank statements for each branch for the accountant
• Track rent, utility, licence (gumasta, GST) and statutory deadlines and send reminders in advance
• Maintain organised digital files for agreements, licences, vendor documents and reports
• Keep information confidential at all times

DailyMorning briefing to the founder: today's meetings, follow-ups due, urgent branch issues. Update the task tracker. Check new Google reviews at all branches. Close at least the day's due follow-ups.Weekly (Monday)Collect each branch's review and testimonial log. Run order checks for any planned purchases. Share a one-page status of open tasks, pending vendor issues and transfers with the founder.Monthly (1st–5th)Get stock ledger and product list exports from all branches. Review the dead stock / overstock report and agree actions. Hand over sales, expense and bank documents to the accountant. Send reminders for rent, licence and statutory dues.Skills and experience

Must have

• Graduate in any discipline; 2–4 years as an executive / personal assistant, office coordinator or back-office executive
• Strong Excel / Google Sheets: filters, VLOOKUP or XLOOKUP, pivot tables, basic formulas
• Clear written and spoken English and Hindi; professional email and WhatsApp communication
• Highly organised, reliable with follow-ups, and comfortable chasing vendors and staff politely but firmly
• Discreet with confidential business, financial and staff information

Good to have

• Experience in a salon, retail, cosmetics or multi-outlet business
• Familiarity with salon or POS software stock modules (stock ledger, transfers, product master)
• Comfortable using AI tools such as Claude for reports, drafting and data checks
• Own two-wheeler for branch visits

Job details and measures of success

Reports to. Ashissh Aggrawal, Founder

Location Raipur; based at the founder's office or Shankar Nagar, with regular visits to all three branchesWorking days / hours6 days a week, 10:30 am – 7:30 pm (salon weekly off as per policy)

Probation3 months

How success is measured (first 6 months)

• No follow-up older than 7 days without an update to the founder
• Every product order checked before it is placed; purchase value down and inter-branch transfers used first
• Dead and slow stock value reduced month on month
• Stock and product-list exports from all branches received by the 5th of every month
• 100% of Google reviews answered within 24 hours at all branches
• Product master the same across all three branches (names, MRP, brand, category)