ob Description – Personal Assistant to CEO

Industry: Garments / Apparel Manufacturing

Position: Personal Assistant to CEO

Reporting to: CEO

Location: Head Office

Experience: 10 years and above preferred

1. Job Purpose

To provide high-level administrative, coordination, follow-up and management support to the CEO, ensuring that significant business activities, meetings, communications, action points and deadlines are effectively managed.
1. Key Responsibilities

A. CEO Support
- Manage the CEO’s daily calendar, appointments and meetings.
- Organize and coordinate internal and external meetings.
- Prepare daily/weekly schedules and meeting agendas.
- Maintain a list of important pending matters and deadlines.
- Ensure timely follow-up on instructions given by the CEO.
- Prepare briefing notes, presentations and reports for meetings.
- Handle confidential information with complete discretion.

B. Business Follow-up
- Follow up with department heads on CEO instructions and decisions.
- Track action points from management meetings.
- Prepare a daily/weekly CEO Action Tracker.
- Escalate delays and critical issues to the CEO.
- Coordinate between departments to ensure timely execution of decisions.

C. Garment Manufacturing Coordination The PA should understand the basic functioning of:
- Production
- Merchandising
- Sampling
- Quality
- Industrial Engineering (IE)
- Planning / PPC
- Purchase
- Fabric & trims
- Stores
- Finance
- HR
- Compliance
- Export / Logistics
- Collect important operational updates from department heads.
- Track production targets versus actual performance.
- Follow up on critical production, quality and shipment issues.
- Monitor key buyer-related meetings and deadlines.
- Coordinate information required for buyer meetings and management reviews.

D. Management Reports

Prepare or coordinate preparation of:





- Daily production summary
- Shipment status
- Order status
- Factory efficiency reports
- Quality reports
- Major rejection/alteration reports
- Manpower status
- Attendance/absenteeism summary
- Sales/order booking summary
- Receivables/payables status
- Important management KPIs

E. Meetings & Minutes
- Schedule management meetings.
- Prepare agenda and supporting documents.
- Attend important meetings when required.
- Record minutes and decisions.
- Maintain an Action Taken Report (ATR).
- Follow up with responsible persons until closure.

F. Communication
- Handle CEO’s emails and correspondence where authorized.
- Draft letters, emails and official communications.
- Coordinate with buyers, suppliers, consultants, banks, government officials and business associates when required.
- Maintain professional communication on behalf of the CEO.

G. Travel & Events
- Coordinate CEO’s domestic and international travel.
- Arrange flights, hotels, transportation and meetings.
- Prepare travel schedules and itineraries.
- Coordinate factory visits, buyer visits and business meetings.

1. Skills Required

* Excellent communication skills – English mandatory
- Good written English
- Strong follow-up skills
- Excellent organization and time management
- Good knowledge of MS Office
- Excel and PowerPoint – strong working knowledge
- Ability to prepare management reports
- Good analytical and coordination skills




- Ability to handle confidential information
- Ability to work under pressure
- Strong interpersonal skills
- High level of discipline and attention to detail

1. Preferred Garment Industry Knowledge

Candidates with experience in garment manufacturing/export companies will be preferred.

Knowledge of

- Buyer requirements
- Production planning
- T&A; calendar
- Order execution
- Quality standards
- Shipment planning
- Factory KPIs
- Export documentation
- Compliance requirements
- ERP/MIS systems will be an advantage.

1. Desired Personal Qualities

* Proactive rather than waiting for instructions
- Highly responsible and dependable
- Confidential and trustworthy
- Fast learner
- Strong follow-up personality
- Problem-solving attitude
- Polite but assertive when following up with senior managers
- Ability to distinguish between urgent and important matters
- Willingness to work flexible hours when required by the CEO

1. Key Performance Indicators (KPIs)

* Timely completion of CEO action points
- Closure rate of management meeting actions
- Accuracy and timeliness of reports
- Meeting/calendar management efficiency
- Timely follow-up with departments
- Reduction in pending/overdue management actions
- Accuracy of information provided to CEO
- Confidentiality and professionalism
- Timely coordination of business travel and meetings

1. Education & Experience

Education: Bachelor’s degree preferred. MBA/PGDM is an advantage. Experience: 5–10 years of experience as:
- PA to CEO/MD
- Executive Assistant
- Management Coordinator
- CEO Office Executive
- Business Coordinator

Experience in garment/apparel/textile manufacturing or export is highly preferred.

Pay: ₹25,447.42 - ₹70,463.08 per month

Work Location: In person

📌 Personal Assistant to Managing Director (Tiruppur)
🏢 Genpixels
📍 Tiruppur