Company DescriptionAeden Fruits is a global fruit trading company dedicated to sourcing and delivering premium-quality produce. The company imports fresh apples, citrus, avocados, berries, and other fruits from around the world, while also exporting select Indian produce, including mangoes, grapes, jackfruit, and pineapple, to international markets.

With a focus on freshness, quality, reliable sourcing, and efficient logistics, Aeden Fruits connects growers, exporters, importers, and customers across continents. The company values efficiency, integrity, strong relationships, and a commitment to customer satisfaction.

Role DescriptionPersonal Secretary to the Managing DirectorAeden Fruits is looking for a Personal Secretary to the Managing Director (MD) who will work closely with the MD and provide comprehensive support across personal secretarial, administrative, business coordination, travel, procurement, and communication activities.

This is a full-time, on-site position based in Kochi and requires a highly organized, proactive, discreet, and dependable individual who can work in a fast-paced international business environment.

The candidate will act as a key point of coordination for the MD, ensuring that schedules, meetings, communications, follow-ups, travel arrangements, and important business activities are managed efficiently.

The role will also involve regular interaction with international exporters, suppliers, growers, logistics partners, and other business stakeholders, as well as assisting the MD with procurement and sourcing activities.

Key ResponsibilitiesPersonal &

• Executive Secretarial Support

- Manage the MD's calendar, appointments, meetings, and daily schedule.
- Maintain the MD's diary and ensure priorities and commitments are properly tracked.
- Handle calls, emails, correspondence, and other communications on behalf of the MD when required.
- Prepare meeting agendas, documents, presentations, reports, and briefing notes.
- Maintain confidential files, records, contacts, and business information.
- Monitor important deadlines, commitments, and follow-up actions.
- Coordinate with internal teams to ensure tasks assigned by the MD are completed on time.
- Assist with both business and personal administrative requirements of the MD as required.
- Exercise a high level of confidentiality, discretion, and professionalism at all times.

International Travel & • Business Coordination




- Coordinate domestic and international travel arrangements for the MD, including flights, visas, hotels, transportation, and itineraries.
- Be willing and available to travel internationally with the MD when required.
- Assist in coordinating meetings and appointments during international business trips.
- Prepare travel schedules, meeting itineraries, and relevant documents.
- Coordinate with overseas business partners and stakeholders before and during business trips.

Exporter & • Supplier Liaison
- Act as a point of contact between the MD and international exporters, suppliers, growers, agents, and business partners.
- Maintain regular communication with exporters regarding availability, pricing, specifications, quality, shipment schedules, and documentation.
- Follow up with exporters and suppliers on quotations, orders, shipments, payments, documentation, and other requirements.
- Maintain and update supplier and exporter databases and contact records.
- Assist the MD in developing and maintaining strong relationships with international suppliers and business partners.
- Coordinate internally with logistics, accounts, and operations teams to ensure smooth execution of purchase and shipment requirements.

Procurement & • Sourcing Support
- Assist the MD with fruit procurement and sourcing activities across international and domestic markets.
- Obtain and compare quotations from suppliers and exporters.
- Assist in tracking product availability, prices, varieties, grades, pack sizes, and market requirements.
- Coordinate purchase orders and follow up on confirmations and dispatch schedules.
- Maintain procurement records and supplier information.
- Assist in monitoring shipment schedules, documentation, and delivery timelines.
- Support the MD in identifying potential new suppliers, exporters, growers, and sourcing opportunities.
- Conduct basic market and supplier research as directed by the MD.

Administrative & • Business Support
- Prepare basic MIS reports, spreadsheets, presentations,



and business summaries.
- Maintain organized records of correspondence, procurement activities, supplier communications, and meetings.
- Coordinate meetings with internal and external stakeholders.
- Take meeting notes and ensure follow-up actions are communicated and tracked.
- Assist in preparing documents and information required for business discussions and negotiations.
- Support the MD in day-to-day business coordination across different functions.

Qualifications & • Skills
- Previous experience as a Personal Secretary, Executive Assistant, Executive Secretary, or similar role supporting a senior executive/MD.
- Excellent verbal and written communication skills in English.
- Strong organizational and diary-management skills.
- Comfortable communicating with international suppliers, exporters, and business partners.
- Positive understanding of emails, calendars, Microsoft Office/Google Workspace, spreadsheets, and presentations.
- Strong follow-up and coordination skills.
- Ability to handle confidential and sensitive information with complete discretion.
- Strong attention to detail and ability to manage multiple priorities simultaneously.
- Professional appearance, communication, and interpersonal skills.
- Ability to work independently and anticipate the MD's requirements.
- Willingness to travel internationally and domestically as required.
- Prior experience in fruit trading, food imports/exports, procurement, sourcing, logistics, or international trade will be an advantage.
- Knowledge of international business correspondence and supplier coordination will be an added advantage.
- A diploma or degree in business administration, commerce, international business, or a related field is preferred.

Ideal CandidateThe ideal candidate should be proactive, well-organized, commercially aware, and comfortable working closely with the Managing Director. The person should be confident dealing with exporters and suppliers, capable of maintaining professional relationships across different countries and time zones, and willing to take ownership of follow-ups and day-to-day coordination. This is a role for someone who can go beyond routine secretarial work and become a trusted business support partner to the MD, particularly across international travel, supplier coordination, procurement, and day-to-day business operations.

📌 Personal Assistant (Kochi)
🏢 Aeden
📍 Kochi