Secretary / Executive Assistant

About the Role

We seek a highly organized, proactive Executive Assistant & Front Desk Executive to efficiently manage the reception area while providing comprehensive support to senior management in a fast-paced ladies ethnic wear wholesale business based in Mumbai.

Primary Responsibilities

• Welcome and professionally receive customers, suppliers, and visitors, manage incoming phone calls, handle courier and document reception, maintain visitor logs, ensure the reception area is tidy, and coordinate guest refreshments.
• Support the Director by managing daily calendars, scheduling meetings, preparing agendas, recording meeting minutes, following up on pending departmental tasks, maintaining management task trackers, and reminding about critical deadlines.
• Carry out administrative tasks including managing incoming and outgoing correspondence, maintaining office files, organizing digital records, overseeing stationery purchases, managing pantry and office supplies, coordinating housekeeping staff, addressing maintenance complaints, and liaising with AMC vendors.
• Maintain staff coordination by tracking attendance, processing leave requests, recording holidays, facilitating joining formalities, assisting with recruitment scheduling, coordinating interviews, and preparing employee documents.
• Handle customer interactions professionally, coordinate with sales teams for appointments, notify customers of meeting schedules, escalate complaints appropriately, and maintain the customer contact database.
• Cooperate with vendors and service providers including courier companies, printers, internet providers, and office maintenance vendors; follow up on service requests.
• Prepare official letters, draft emails, maintain confidential documents and reports, organize agreement files, invoices, and receipts.
• Utilize software tools such as MS Excel, MS Word, PowerPoint, Google Sheets, Google Drive, Tally (basic), Canva (basic design), CapCut (basic video editing), WhatsApp Business, and perform PDF editing and basic internet research.
• Exhibit professional telephone etiquette, draft formal correspondence, coordinate with internal departments, and communicate effectively with customers and vendors.

Candidate Profile

• Excellent communication skills in English, Hindi, and preferably Gujarati.
• Smart demeanor with pleasant appearance.
• Strong organizational abilities and follow-up skills.
• Good coordination abilities, positive attitude, problem-solving orientation.
• Ability to maintain confidentiality, pay attention to detail, manage time effectively, and handle multiple tasks simultaneously.

Education

Graduation is preferred; a Diploma in Office Administration is advantageous.

Compensation

The monthly salary ranges from 15,000 to 25,000 INR.