1. Job Purpose

To provide high-level administrative, coordination and business support to the Director, ensuring effective management of the Director's schedule, meetings, communication, follow-ups, reports and key business priorities. The role will act as a central coordination point between the Director and internal departments, customers, suppliers, consultants and other stakeholders.

2. Key Responsibilities

· Manage the Director's calendar, appointments, meetings, travel plans and daily schedule.

· Prepare meeting agendas, presentations, MIS reports, briefing notes and other documents required by the Director.

· Attend meetings with the Director, record minutes/action points and ensure timely follow-up and closure.

· Coordinate with production, purchase, sales, finance, HR, quality, logistics and other departments on matters assigned by the Director.

· Track important business decisions, pending approvals and action items and provide regular status updates to the Director.

· Handle confidential correspondence, documents, commercial information and management-related data with complete discretion.

· Draft and review emails, letters, notes, reports and other business communications on behalf of the Director.

· Coordinate with customers, vendors, consultants, bankers, government authorities and other external stakeholders as required.

· Assist in preparation and review of business MIS, sales reports, production updates, inventory statements, receivables/payables and other management reports.

· Monitor important deadlines, statutory/compliance matters, renewals,



contracts and commitments requiring the Director's attention.

· Coordinate travel arrangements including flights, hotels, local transportation and detailed itineraries.

· Organise and coordinate internal and external meetings, factory visits, client meetings and management events.

· Maintain an organised filing system for important physical and digital records.

· Follow up with concerned team members to ensure execution of decisions taken by the Director.

· Undertake special projects, research and business assignments entrusted by the Director.

3. Manufacturing Business Support

· Coordinate with factory and corporate teams to obtain timely operational updates.

· Assist the Director in reviewing production, procurement, dispatch, inventory, quality and sales performance.

· Track key operational issues and escalate delays, bottlenecks or exceptions to the Director.

· Assist in preparing management dashboards and presentations for review meetings.

· Support coordination of vendor/customer visits, factory meetings and business negotiations.

4. Candidate Profile





· Graduate in any discipline; MBA/PGDM or relevant professional qualification will be an advantage.

· Typically 1–2 years of experience as an Executive Assistant, Personal Assistant, Management Executive or similar role.

· Prior experience in a manufacturing, trading or business environment will be preferred.

· Excellent written and verbal communication skills in English.

· Strong proficiency in MS Office, particularly Word, Excel and PowerPoint.

· Strong organisational, coordination and follow-up skills.

· Ability to handle multiple priorities and work under pressure.

· Mature, professional and presentable personality with high integrity and confidentiality.

· Ability to independently manage tasks and interact confidently with senior management and external stakeholders.

5. Key Competencies

· Excellent communication and interpersonal skills

· Strong ownership and follow-through

· Planning and time management

· Attention to detail

· Problem-solving and decision-making ability

· Confidentiality and discretion

· Professional etiquette

· Solid coordination and stakeholder management

· Good commercial and business understanding

6. Performance Indicators

· Effective management of the Director's calendar and priorities

· Timely completion and closure of action points

· Accuracy and timeliness of MIS and management reports

· Quality of communication and coordination with stakeholders

· Responsiveness and ability to handle urgent assignments

· Confidentiality, reliability and professional conduct

📌 Secretary / Executive Assistant (Kolkata)
🏢 GEAR MERCHANDISE PRIVATE
📍 Kolkata