Secretary / Executive Assistant

Executive Assistant to Director / Business Coordinator Location: Ghaziabad / Delhi NCR Experience: 2–6 years Employment: Full-time, on-site About the RoleWe are looking for a highly organized, proactive and trustworthy Executive Assistant to work directly with the Director and support day-to-day business coordination. This is not a routine secretarial position. The ideal candidate will take ownership of follow-ups, coordination, reporting, scheduling and pending activities and should be capable of identifying issues before they require the Director's intervention. Key Responsibilities 1. Executive Support Manage the Director's calendar, meetings, appointments and reminders. Prepare information required for meetings and discussions. Maintain a daily priority and pending-task list. Record important decisions and ensure follow-up. Prepare concise daily/weekly summaries for the Director. 2. Customer & Sales Coordination Follow up with customers regarding orders, quotations, dispatches and payments. Track customer commitments and pending requirements. Coordinate with the sales team and ensure important matters are closed. Prepare customer/order status reports. 3. Dispatch & Order Coordination Track sales orders, pending quantities and expected dispatch dates. Coordinate with stores, accounts, logistics and sales teams. Identify shortages, delays or discrepancies and escalate them promptly. Maintain accurate pending-order information. 4. Supplier Coordination Follow up with suppliers regarding material availability, prices, deliveries and commitments. Maintain records of important supplier discussions and commitments. 5. Reporting & Data Prepare Excel/Google Sheets reports. Maintain MIS and business trackers. Compare orders, dispatches, pending quantities and outstanding payments. Ensure data accuracy. 6. Communication Handle professional WhatsApp messages, emails and calls. Draft customer/supplier communications. Maintain confidentiality of business and personal information. 7. Technology & Automation Use Excel/Google Sheets, WhatsApp Business, email and Tally/ERP. Willingness to learn AI tools and new business software. Help improve repetitive business processes through technology and automation. Candidate ProfileThe ideal candidate should be: Highly responsible and dependable. Proactive rather than instruction-dependent. Excellent at follow-up. Comfortable dealing with customers, suppliers and employees. Good at prioritizing multiple tasks. Strong in Excel/Google Sheets. Comfortable with numbers and basic business data. Fluent in Hindi and professionally comfortable in English. Able to maintain strict confidentiality. Mature, polite and firm when required. Willing to take ownership until a task is completed. What We Value Most Ownership, integrity, follow-up, organization and the ability to work independently. Qualifications Graduate in any discipline; B.Com/BBA/MBA preferred. 3–6 years relevant experience. Strong MS Excel/Google Sheets skills. Experience with Tally/ERP will be an advantage. Experience in trading, chemicals, textiles or B2B business will be an advantage.