ఎగ్జిక్యూటివ్ అసిస్టెంట్

Position Overview

We are seeking a highly skilled Executive Assistant to support the Director of our women's ethnic apparel business. The ideal candidate will possess strong administrative capabilities combined with comprehensive knowledge of garment production processes, fabric sourcing, and ethnic wear manufacturing. This role requires someone who can seamlessly bridge executive support with operational insights in the fashion industry.

Key Responsibilities

Executive Support (40%)

• Calendar & Schedule Management

  • Coordinate and manage Director's daily schedule, meetings, and appointments

  • Prioritize and reschedule meetings based on business priorities

  • Arrange travel bookings, accommodations, and itineraries

  • Prepare meeting agendas and follow-up action items

• Communication Management

  • Screen and manage incoming calls, emails, and correspondence

  • Draft and review business correspondence, reports, and presentations

  • Serve as liaison between Director and internal teams, vendors, and clients

  • Handle confidential information with complete discretion

• Administrative Excellence

  • Prepare and organize documents, contracts, and business reports

  • Maintain filing systems (physical and digital) for easy retrieval

  • Coordinate board meetings, investor presentations, and company events

  • Process expense reports and handle petty cash management

Production Support & Operations (45%)

• Production Planning & Coordination

  • Monitor production schedules and timelines for various ethnic wear collections

  • Coordinate with production managers on daily output reports and bottlenecks

  • Track order status from sampling to final delivery

  • Maintain production calendars for seasonal collections (festive wear, wedding collections, etc.)

• Vendor & Supplier Management

  • Maintain database of fabric suppliers, embroidery vendors, and accessory suppliers

  • Coordinate sample approvals, bulk orders, and delivery schedules

  • Follow up on quality issues and vendor performance

  • Assist in vendor negotiations and contract renewals

• Quality Control Support

  • Track quality reports and coordinate with QC team on defect resolution

  • Maintain records of fabric testing, color matching, and fit approvals

  • Monitor compliance with export quality standards and certifications

  • Coordinate with design team on prototype developments and modifications

• Inventory & Documentation

  • Maintain production records, style sheets, and technical specifications

  • Track fabric consumption, wastage reports, and cost analysis

  • Monitor finished goods inventory and coordinate with warehouse team

  • Prepare daily/weekly production reports for management review

Business Intelligence & Reporting (15%)

• Data Management

  • Compile and analyze production data, efficiency reports, and cost metrics

  • Prepare monthly performance dashboards for management review

  • Track seasonal trends, order patterns, and customer preferences

  • Maintain customer feedback databases and coordinate resolution actions

• Market Research Support

  • Research latest trends in ethnic wear, competitor analysis, and pricing

  • Coordinate with design team on market feedback and trend insights

  • Support in trade show preparations and fashion event coordination

  • Assist in social media content coordination for product launches

Required Qualifications

Educational Background

• Bachelor's degree in Fashion Technology, Textile Engineering, Business Administration, or related field

• Additional certification in Production Management or Supply Chain Management preferred

Experience Requirements

• Minimum 3-5 years of experience in garment production, preferably in ethnic wear/women's fashion

• 2+ years of executive assistant experience in manufacturing or fashion industry

• Proven track record of working with senior management in fast-paced environments

Technical Skills

• Production Knowledge:

  • Understanding of garment construction techniques for ethnic wear (sarees, lehengas, suits, etc.)

  • Knowledge of traditional embroidery techniques (zardozi, thread work, mirror work, etc.)

  • Familiarity with fabric types used in ethnic wear (silk, cotton, georgette, crepe, etc.)

  • Understanding of sizing, grading, and fit standards for Indian ethnic wear

• Software Proficiency:

  • Advanced MS Office Suite (Excel, Word, PowerPoint, Outlook)

  • ERP systems experience (SAP, Oracle, or similar)

  • Basic knowledge of design software (CorelDraw/Photoshop) preferred

  • Project management tools (Trello, Asana, MS Project)

Industry Knowledge

• Fashion & Ethnic Wear Expertise:

  • Understanding of Indian ethnic wear market trends and seasonal demands

  • Knowledge of festive and wedding wear categories

  • Familiarity with export markets and international sizing standards

  • Understanding of fabric sourcing from major textile hubs (Surat, Benares, etc.)

• Production Processes:

  • Knowledge of cutting, stitching, finishing, and packing processes

  • Understanding of capacity planning and production efficiency metrics

  • Familiarity with quality control standards and testing procedures

  • Basic understanding of costing, pricing, and margin calculations

Essential Skills & Competencies

Communication Skills

• Excellent written and verbal communication in English and Hindi

• Ability to communicate effectively with vendors, suppliers, and international clients

• Strong presentation skills for management reporting

• Multilingual capabilities preferred (regional languages)

Organizational Skills

• Exceptional time management and multitasking abilities

• Strong attention to detail and accuracy in documentation

• Ability to prioritize tasks and work under tight deadlines

• Proactive approach to problem-solving and process improvement

Industry-Specific Skills

• Fashion Sensibility: Understanding of color combinations, styling, and ethnic wear aesthetics

• Trend Awareness: Knowledge of current and upcoming fashion trends in ethnic wear

• Cultural Understanding: Familiarity with regional preferences and traditional wear customs

• Seasonal Planning: Understanding of festive calendars and their impact on sales cycles

Preferred Experience

Industry Background

• Previous experience with established ethnic wear brands or export houses

• Experience in handling international orders and export documentation

• Knowledge of e-commerce operations for fashion brands

• Experience in coordinating fashion shows or product launches

Production Expertise

• Hands-on experience with sample development and bulk production

• Understanding of lean manufacturing principles in garment industry

• Experience with vendor development and supply chain optimization

• Knowledge of sustainability practices in textile manufacturing

Personal Attributes

• Professional Demeanor: Polished communication and presentation skills

• Confidentiality: Ability to handle sensitive business information discretely

• Adaptability: Flexible approach to changing priorities and business needs

• Initiative: Proactive mindset with ability to anticipate needs and take action

• Cultural Sensitivity: Understanding of diverse customer base and cultural nuances

• Fashion Passion: Genuine interest in ethnic wear and fashion industry

Key Performance Indicators (KPIs)

• Director's schedule optimization and meeting effectiveness

• Production report accuracy and timeliness

• Vendor coordination efficiency and issue resolution time

• Quality of business correspondence and documentation

• Cost savings achieved through process improvements

• Stakeholder satisfaction ratings

• It is a Full Time బ్యాక్ ఆఫీస్ / డేటా ఎంట్రీ job for candidates with 3 - 4 years of experience.

ఎగ్జిక్యూటివ్ అసిస్టెంట్ job గురించి మరింత

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