Job Description - Executive Assistant to the Director

Reporting To: Mr. Paresh Vasaikar, Director

Location: Rabale, Navi Mumbai

About the Companies

Shiv Shakti PressTech Private Limited (SSPPL) is a leading manufacturer of precision sheet metal stamped components and sub-assemblies, serving reputed OEMs with a strong focus on quality, process excellence and continuous improvement.

Green Lean Solutions Private Limited (GLSPL) is a consulting company specializing in Lean Manufacturing, Sustainability, Energy Efficiency, Carbon Footprint Assessment and Operational Excellence for MSMEs and manufacturing industries.

Position Summary - The Executive Assistant (EA) will serve as the Director's trusted business partner, ensuring smooth day-to-day execution of strategic, operational and administrative responsibilities across both organizations.

The role requires exceptional organizational skills, confidentiality, initiative, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

The ideal candidate should think ahead, solve problems proactively, and help the Director remain focused on strategic business growth.

- Key Responsibilities -
- Executive & Calendar ManagementManage the Director's calendar and appointments.
- Schedule meetings, customer visits and internal reviews.
- Coordinate travel, accommodation and logistics.
- Prepare daily schedules and reminders.
- Prioritize meetings based on business importance.
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- 2. Communication Management
- Screen calls, emails and correspondence.
- Draft professional emails and business letters.
- Follow up with customers, suppliers and consultants.
- Maintain professional communication with senior stakeholders.
- Prepare meeting agendas and circulate minutes.

- 3. Follow-up & Task Management
- Track all commitments made by the Director.
- Maintain an Action Tracker with deadlines and ownership.
- Follow up with department heads until closure.
- Ensure timely execution of decisions.
- Escalate delays appropriately.

4. Business Coordination - Coordinate across departments including:

- Production
- Quality
- Purchase
- Sales & Marketing
- HR
- Accounts & Finance
- Tool Room
- Stores
- Dispatch
- Maintenance

Ensure seamless information flow between departments.

5. MIS & Reporting - Prepare periodic reports including:

- Sales Dashboard
- Collections Report
- Production Status
- Purchase Status
- Pending Orders




- Customer Follow-up
- Cash Flow Summary
- Project Progress Reports
- Lean Project Status (GLSPL)
- Business Development Pipeline

Present reports in a concise, management-friendly format.

6. Meeting Management - Organize and coordinate:

- Weekly Management Review Meetings
- Daily Review Meetings
- Customer Meetings
- Supplier Meetings
- Consultant Meetings
- Strategy Sessions
- Project Reviews

Responsibilities include:

- Preparing agendas
- Recording minutes
- Tracking action items
- Monitoring completion status

7. Documentation & Record Management - Maintain organized records of:

- Contracts
- Agreements
- Presentations
- Company Profiles
- Quotations
- Business Proposals
- Confidential Documents
- Board Documents
- Policies and SOPs

Ensure both digital and physical records are systematically maintained.

8. Project Coordination - Support strategic initiatives such as:

- Lean Manufacturing Projects
- New Customer Development
- Factory Improvement Projects
- Automation Initiatives
- Digital Transformation
- Marketing Campaigns
- Exhibition Planning
- ISO & Compliance Activities

Track milestones and provide regular progress updates.

9. Business Research - Conduct research on:

- Potential customers
- Competitors
- Market trends
- Government schemes
- New technologies
- Industry developments
- Vendor identification
- Benchmarking studies

Prepare concise briefing notes for management review.

10. Presentation & Proposal PreparationPrepare high-quality:

- PowerPoint presentations
- Company profiles
- Business proposals
- Investor decks
- Customer presentations
- MIS dashboards
- Strategic reports

Maintain consistent branding and professional standards.

11. Personal Assistance - Assist the Director with:

- Important reminders
- Travel planning
- Event coordination
- Speaking engagements
- Business networking
- Professional memberships
- Appointment management

12. Confidentiality - Handle confidential information related to:

- Financial data
- Business strategy




- Customer information
- Employee information
- Legal documents
- Expansion plans

Maintain absolute discretion and professionalism.

- Key Performance Indicators (KPIs)
- 100% calendar accuracy
- 95% on-time follow-up closure
- Timely preparation of MIS reports
- Zero missed critical meetings
- Meeting minutes circulated within 24 hours
- High document accuracy
- Effective coordination across both companies
- Strong stakeholder satisfaction
- Continuous improvement in administrative efficiency
- Required QualificationsBachelor's degree in Business Administration, Commerce, Management or related field.
- MBA or Executive Assistant certification will be an advantage.
- Experience 0-10 years as an Executive Assistant, Executive Secretary, Office Manager or Executive Coordinator.
- Experience supporting senior leadership, preferably in manufacturing, engineering or consulting organizations.
- Technical SkillsMicrosoft Excel (Advanced)
- AI productivity tools (e.g. ChatGPT, Microsoft Copilot)
- Microsoft PowerPoint
- Microsoft Word
- Outlook
- Google Workspace
- ERP systems
- Presentation design
- Report preparation
- Data analysis

Behavioural Competencies - Excellent communication skills

- Strong planning and organization
- High integrity and confidentiality
- Attention to detail
- Ability to multitask
- Ownership mindset
- Professional etiquette
- Time management
- Problem-solving ability
- Decision-making capability
- Strong follow-up skills
- Emotional maturity
- Positive attitude
- Ability to work under pressure
- Continuous learning orientation
- Preferred AttributesExperience working directly with business owners or directors.
- Exposure to manufacturing and industrial environments.
- Ability to handle multiple priorities simultaneously.
- Comfortable interacting with customers, consultants and senior executives.
- Robust analytical and presentation skills.
- Willingness to travel occasionally, if required.

Why Join Us?

This role offers an opportunity to work closely with the Director of two growing organizations, gaining first-hand exposure to manufacturing operations, strategic planning, business development, Lean Manufacturing, sustainability consulting and leadership decision-making. It is an ideal platform for ambitious professionals seeking broad business exposure and accelerated career growth.

📌 Secretary / Executive Assistant (Navi Mumbai)
🏢 Shiv Shakti PressTech Private
📍 Navi Mumbai