Executive Assistant to the Director/Proprietor

Company: Numdeepmala Enterprises, Baddi Service Station and The Farm Kitchen)

Location: Chandigarh (office-based), with travel to Baddi 2 days every week

Experience: 8–10 years

Salary: ₹45,000 – ₹55,000 per month, plus travel allowance for Baddi visits

Job type: Full-time

ABOUT US

We run three businesses:

- Numdeepmala Enterprises: LPG distribution, Chandigarh

- Baddi Service Station: HPCL fuel station, Baddi

- The Farm Kitchen: food outlet and store, Sector 10, Chandigarh

ABOUT THE ROLE

We are looking for an experienced Executive Assistant to work directly with the Director/Proprietor across all three businesses. Your main job is to make sure that whatever is decided actually gets done. You will follow up on work, coordinate between departments and offices, and build simple systems where none exist.

KEY RESPONSIBILITIES

1. Follow-up and tracking

- Record every action item from meetings on the same day, each with an owner and a due date.

- Check open tasks daily, chase anything due or overdue, and raise to the Director/Proprietor anything stuck for more than 3 days.

- Turn company circulars and new programmes into clear action plans (who does what, by when) and track each one until it is closed.

2. Weekly meetings

- Organise and run the recurring weekly review meetings for all three businesses.

- Collect preparation from attendees before each meeting.

- Record minutes and send the action list the same day.

3. Department coordination

- Accounts: follow up on daily reports, bills, vouchers and filing deadlines.

- HR: joining paperwork, onboarding, attendance and leave follow-up, and interview scheduling.

- Marketing:



track design and content deadlines and get approvals on time.

4. Business coordination

- Coordinate daily with the office staff of Baddi Service Station, Numdeepmala Enterprises and The Farm Kitchen.

- Act as the single point of contact between the Director/Proprietor and the managers and office staff of each business.

- Collect daily and weekly reports from each office on time, and follow up when anything is missing or late.

- Make sure information passes correctly between the three offices and the accounts, HR and marketing teams.

- Visit the Baddi site 2 days a week: review open tasks with the team, collect pending reports and documents, and flag issues.

5. Building systems

- Create formats, trackers, checklists and reminders wherever work is being missed or done inconsistently.

- Propose improvements to the Director/Proprietor for approval, then roll them out.

6. Director/Proprietor's office

- Manage the calendar, appointments, travel, documents and correspondence.

WHAT WE'RE LOOKING FOR

- Graduate (MBA preferred)

- 8–10 years' experience as an Executive Assistant, Chief of Staff or Business Coordinator to a founder, director or proprietor, preferably in a business with multiple sites

- Has created formats, trackers or processes from scratch

- Robust English and Hindi; Punjabi is a plus

- Comfortable with Google Sheets, Google Docs and Notion

- Willing to travel to Baddi 2 days a week

- Organised, persistent and polite in follow-up

HOW TO APPLY

Apply through this portal, or send your CV to [email protected]

Pay: ₹40,000.00 - ₹60,000.00 per month

Application Question(s):

- Describe one tracker, format or process you built from scratch in a past job. What problem did it solve?

Work Location: In person

📌 Executive Assistant to the Director/Proprietor (Chandigarh)
🏢 NumdeepMala Enterprises
📍 Chandigarh