Executive Secretary

We are looking for a proactive, organised, and result-oriented Executive Assistant to the Director to coordinate and support key business functions, including marketing, logistics, operations, and administration.

The candidate will work closely with the Director to monitor daily business activities, coordinate with internal departments and external stakeholders, track marketing initiatives, follow up on logistics and operational matters, and ensure the timely execution of business priorities.

This role requires strong coordination, communication, planning, reporting, and problem-solving skills, along with the ability to manage multiple responsibilities in a fast-paced business environment.

Key Responsibilities

1. Executive Assistance to the Director

• Manage the Director's daily schedule, meetings, appointments, and business commitments.

• Prepare meeting agendas, presentations, reports, and business documents.

• Follow up on instructions assigned by the Director and ensure timely completion.

• Coordinate with department heads, employees, clients, vendors, and other stakeholders.

• Maintain confidentiality of business information and management communications.

2. Marketing Coordination

• Coordinate marketing activities, campaigns, and promotional initiatives.

• Monitor digital marketing activities, social media updates, lead generation, and campaign performance.

• Coordinate with marketing teams, agencies, designers, and external vendors.

• Track marketing leads, customer enquiries, follow-ups, and business development activities.

• Prepare marketing performance reports and share updates with the Director.

• Assist in implementing marketing plans and identifying opportunities to improve brand visibility and business growth.

3. Logistics & Supply Chain Coordination

• Coordinate with logistics teams, transporters, suppliers, and vendors for dispatches and deliveries.

• Monitor shipment schedules, delivery timelines, and order status.

• Follow up on delays, transportation issues, and pending deliveries.

• Maintain logistics records, dispatch reports, and related documentation.

• Coordinate with relevant departments to resolve operational and delivery-related issues.

4. Operations Management

• Monitor day-to-day business operations and coordinate with different departments.

• Track pending tasks, operational targets, deadlines, and deliverables.

• Ensure timely follow-up on orders, customer requirements, and internal assignments.

• Identify operational bottlenecks and escalate issues to the Director.

• Assist in improving operational processes, coordination, and reporting systems.

• Prepare daily, weekly, and monthly operational reports.

5. Business Coordination & Reporting

• Collect and consolidate data from marketing, logistics, sales, and operations teams.

• Prepare MIS reports, Excel sheets, presentations, and management updates.

• Track business performance indicators, pending activities, and departmental targets.

• Coordinate with clients and vendors regarding business requirements and follow-ups.

• Support the Director in planning, decision-making, and executing business initiatives.

Required Skills & Qualifications

• Bachelor's degree in Business Administration, Commerce, Marketing, or a related field.

• 3–7 years of experience in executive assistance, business coordination, operations, marketing coordination, or a similar role.

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

• Excellent written and verbal communication skills.

• Strong organisational, time-management, and follow-up abilities.

• Ability to coordinate with multiple departments and manage competing priorities.

• Analytical thinking and problem-solving capabilities.

• Professional attitude, discretion, accountability, and attention to detail.

Preferred Candidate Profile

• Experience working directly with a Director, Business Head, or senior management.

• Exposure to marketing, logistics, supply chain, sales coordination, or business operations.

• Ability to prepare MIS reports and track departmental performance.

• Comfortable handling multiple responsibilities independently.

• A proactive professional who can ensure that management decisions are translated into timely action.

• It is a Full Time Recruiter / HR / Admin job for candidates with 3 - 6+ years Experience.