Job Description:

Position

Executive Assistant

Reporting To

Director

Department

Administration

Employment Type

Full-Time

Work Mode

On-site

Experience Required

06 Years and above

Role Summary

We are looking for a highly organised, proactive, and detail-oriented Executive Assistant to provide comprehensive support to senior leadership. The ideal candidate will be a confident communicator, proficient with contemporary AI-powered tools, and capable of independently managing multiple projects simultaneously. This role requires strong cross-functional coordination across production, export, accounts, and other departments, as well as direct communication with international clients.

Key Responsibilities

1. International Client Communication

- Serve as the primary point of contact for international clients via email, video calls, and written correspondence.
- Draft, review, and respond to routine and complex client queries in professional, fluent English.
- Maintain a courteous and brand-consistent tone across all client-facing communications.
- Follow up on pending queries and ensure timely resolution.

2. Cross-Departmental Coordination

- Liaise regularly with production, export, accounts, logistics, and other internal departments to gather updates and resolve issues.
- Act as a communication bridge between the executive office and various teams.
- Track departmental commitments and ensure deliverables are met on time.
- Facilitate smooth information flow to minimise bottlenecks in operations.

3. Export Documentation Support

- Assist in the tracking and organisation of export-related documents (shipping instructions, invoices, packing lists, certificates of origin, etc.).
- Coordinate with the export team and freight forwarders to ensure documentation accuracy and deadlines are met.
- Maintain an organised digital repository of all export records.

4. Project Management & Coordination





- Independently manage multiple concurrent projects using spreadsheet-based project trackers.
- Develop and maintain detailed project sheets including timelines, milestones, task assignments, and status updates.
- Create Gantt charts, task lists, and progress dashboards in tools such as Google Sheets, Microsoft Excel, or equivalent platforms.
- Proactively flag delays, risks, or bottlenecks to management and suggest corrective actions.
- Coordinate with relevant stakeholders to ensure project goals are met on time.

5. Reporting & Data Analysis

- Collect periodic reports from various departments (sales, production, accounts, logistics, etc.).
- Consolidate, analyse, and summarise data to prepare executive-level dashboards and reports.
- Identify key trends, discrepancies, or concerns in data and present findings clearly to leadership.
- Maintain structured archives of all reports and support data-driven decision-making.

6. AI Tools & Digital Productivity

- Actively use AI tools (such as Claude, ChatGPT, Copilot, etc.) to draft communications, summarise documents, generate reports, and improve workflows.
- Stay updated with relevant AI tools and recommend productivity-enhancing technologies.
- Automate repetitive tasks wherever possible using available digital tools.

7. Executive & Administrative Support (EA Functions)

- Manage the executive's calendar, including scheduling meetings, appointments, travel, and follow-ups.
- Prepare agendas, take meeting minutes, and distribute action points.
- Handle confidential information with the highest level of discretion.
- Manage travel arrangements,



accommodation bookings, and expense reports.
- Organise and prioritise incoming correspondence, flagging urgent matters appropriately.

Qualifications & Requirements

Educational Qualification

- Bachelor's degree in Business Administration, Commerce, English, or a related field.
- Additional certification in Project Management (PMP, PRINCE2, or equivalent) is a plus.

Experience

- 06 years of proven experience as an Executive Assistant, Project Coordinator or similar role.
- Prior experience in an export/trading/manufacturing environment preferred.
- Experience handling international clients or working in a global business context.

Skills & Competencies

Core Competency

Proficiency Expected

English Communication (Written & Verbal)

Excellent — near-native or native level

MS Excel / Google Sheets

Advanced — formulas, pivot tables, dashboards

Project Tracking & Timeline Management

Proficient — independent management required

AI Tools (Claude, ChatGPT, Co-pilot, etc.)

Working knowledge, willingness to learn more

Email & Calendar Management

Proficient (Outlook / Google Workspace)

Export Documentation Basics

Preferred — basic knowledge required

Data Analysis & Reporting

Intermediate — ability to read and summarise data

Multi-tasking & Prioritisation

Strong — handles multiple projects simultaneously

Personal Attributes

- Self-starter who can work independently without constant supervision.
- Exceptional attention to detail and high accuracy in all outputs.
- Strong problem-solving ability and a proactive, solution-oriented mindset.
- Excellent time management and ability to prioritise under pressure.
- Trustworthy, discreet, and professional in handling confidential information.
- Positive, collaborative attitude with strong interpersonal skills.
- Adaptable and quick to learn new tools, processes, and domains.

📌 Executive Assistant to the Director for one of the apparal manufacturing company- Kolkata
🏢 RECEX
📍 Kolkata