Job Title
Executive Assistant
Reporting To
Head – Operations & Business Management
Job Summary
The Executive – Head of Operations & Business Management will provide comprehensive executive and operational support to the Head of Operations & Business Management. The role involves managing business schedules, coordinating meetings, handling business communications, following up on key projects and commercial activities, and ensuring timely dispatch coordination. The incumbent will act as a central point of coordination between internal departments, customers, vendors, and the Head of Operations to facilitate smooth business operations.
Key Responsibilities
Executive Support
- Manage the daily calendar, appointments, meetings, and travel schedule of the Head of Operations & Business Management.
- Prioritize appointments and ensure effective time management.
- Prepare meeting agendas, presentations, reports, and minutes of meetings.
- Track action items and follow up with departments to ensure timely completion.
Business Coordination
- Coordinate with customers, suppliers, principals, and internal stakeholders on business-related matters.
- Monitor ongoing business deals and ensure timely follow-ups until closure.
- Maintain records of quotations, proposals, agreements, and commercial documents.
- Assist in preparing business presentations, MIS reports, and management dashboards.
- Handle confidential business information with discretion.
Operations & Dispatch Coordination
- Coordinate with the warehouse, logistics, and sales teams to ensure timely dispatch of orders.
- Monitor dispatch schedules and ensure adherence to customer delivery commitments.
- Liaise with transporters and logistics partners to resolve dispatch-related issues.
- Track pending orders and proactively follow up for dispatch readiness.
- Ensure all dispatch documentation is complete and accurate.
Cross-Functional Coordination
- Act as a bridge between Sales, Operations, Logistics, Accounts, Procurement, and Management.
- Ensure seamless communication and timely execution of business priorities.
- Escalate critical issues to the Head of Operations whenever required.
Administrative Responsibilities
- Maintain organized records of correspondence, reports, contracts, and business documents.
- Prepare expense statements and travel arrangements when required.
- Support the planning and execution of business meetings, customer visits, and events.
Qualifications
- Bachelor's degree in Business Administration, Commerce, Management, or a related field.
- 3–6 years of experience in Executive Assistance, Business Coordination, Operations Coordination, or a similar role.
- Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook & AI.
- Strong written and verbal communication skills.
Key Skills
- Executive Assistance
- Calendar & Schedule Management
- Business Coordination
- Operations Coordination
- Dispatch & Logistics Coordination
- Follow-up & Task Management
- MIS Reporting
- Documentation Management
- Stakeholder Management
- Time Management
- Problem Solving
- Confidentiality
Key Performance Indicators (KPIs)
- Effective management of the Head's calendar and meetings.
- Timely follow-up and closure of business action items.
- On-time dispatch coordination and delivery adherence.
- Accuracy of reports and documentation.
- Efficient coordination across departments.
- Timely resolution of operational and business issues.
- High level of professionalism and confidentiality.
Pay: ₹50,000.00 - ₹60,000.00 per month
Work Location: In person
