Executive Assistant

Shezle Imperio Private Limited; Ahmedabad District; On-site; INR 450,000 - 650,000; Full time

Job summary

Shezle Imperio Private Limited seeks an Executive Assistant (CEO) to provide high-level administrative and coordination support to senior management in Ahmedabad. The role involves managing schedules, preparing reports, and coordinating with multiple departments to ensure timely execution of directives.

The candidate should have 2–5 years of experience in executive assistance and procurement, with strong Excel and communication skills.

Qualifications

• Bachelor's degree in Business Administration, Commerce, Management, Supply Chain, or a related field.
• 2–5 years of experience in Executive Assistance, Purchase, Procurement, Administration, or a similar role.
• Experience in a chemical, manufacturing, industrial, or trading company is advantageous.
• Experience in purchasing raw materials, chemicals, packaging materials, consumables, or industrial products is preferred.
• Strong proficiency in MS Excel, Word, PowerPoint, and email communication.
• Experience with ERP/accounting/purchase management software is an advantage.

Responsibilities

• Provide high-level administrative and coordination support to senior management/directors.
• Manage management schedules, meetings, appointments, correspondence, and daily priorities.
• Coordinate with Sales, Export, Finance, Accounts, Production, R&D, Stores, Logistics, and other departments on behalf of management.
• Prepare meeting agendas, reports, presentations, MIS, minutes of meetings, and action-point trackers.
• Draft and manage professional emails, letters, reports, presentations, and other business communications.
• Support management in special projects, market research, and operational assignments.
• Manage day-to-day purchase and procurement activities for raw materials, chemicals, packaging materials, consumables, and office requirements.
• Identify and develop reliable suppliers and vendors and negotiate terms.

Skills

Negotiation

Communication

Excel/Office

Email correspondence

Coordination

Discretion & confidentiality

Education

Bachelor's degree in Business Administration/Commerce/Management/Supply Chain

Tools

ERP software

Job description

Executive Assistant (CEO)

Experience: 4+ Years

Job Type: Full-Time

Location: Ahmedabad

Duties & Responsibilities

• Provide high-level administrative and coordination support to senior management/directors.
• Manage management schedules, meetings, appointments, correspondence, and daily priorities.
• Coordinate with Sales, Export, Finance, Accounts, Production, R&D, Stores, Logistics, and other departments on behalf of management.
• Prepare meeting agendas, reports, presentations, MIS, minutes of meetings, and action-point trackers.
• Follow up with concerned departments and individuals to ensure timely completion of management instructions and pending activities.
• Monitor important business activities, deadlines, approvals, orders, payments, dispatches, and other management priorities.
• Handle confidential business, financial, commercial, employee, and strategic information with discretion.
• Draft and manage professional emails, letters, reports, presentations, and other business communications.
• Support management in special projects, business initiatives, market research, and operational assignments.
• Manage day-to-day purchase and procurement activities for raw materials, chemicals, packaging materials, consumables, office requirements, and other company requirements.
• Coordinate with departments to understand purchase requirements, specifications, quantities, and required delivery timelines.
• Identify and develop reliable suppliers and vendors for required materials and services.
• Source quotations from multiple suppliers and compare prices, specifications, quality, payment terms, and delivery schedules.
• Negotiate with suppliers to obtain competitive prices, favourable payment terms, and reliable delivery commitments.
• Prepare purchase orders and ensure proper approval as per company procedures.
• Follow up with suppliers regarding order confirmation, production, dispatch, delivery, and pending materials.
• Coordinate with Stores and Quality Control for receipt, inspection, quantity verification, and acceptance of purchased materials.
• Coordinate with Accounts regarding supplier invoices, payment status, outstanding balances, and discrepancies.
• Maintain proper records of suppliers, quotations, purchase orders, pricing, material specifications, and purchase history.
• Monitor raw material and other inventory requirements and coordinate timely procurement to avoid production delays or stock-outs.
• Track market prices of key raw materials and identify opportunities for cost reduction.
• Evaluate supplier performance based on quality, price, delivery, service, and reliability.
• Maintain strong and professional relationships with suppliers and negotiate effectively when required.
• Handle purchase-related discrepancies, shortages, quality issues, delays, and replacement requirements in coordination with relevant departments.
• Support management in developing procurement strategies and identifying alternative suppliers and materials.
• Prepare purchase reports, cost comparisons, pending order reports, and procurement MIS for management.
• Ensure purchase activities are carried out in accordance with company policies, approvals, quality requirements, and commercial terms.

Qualifications

• Bachelor's degree in Business Administration, Commerce, Management, Supply Chain, or a related field.
• 2–5 years of experience in Executive Assistance, Purchase, Procurement, Administration, or a similar role.
• Experience in a chemical, manufacturing, industrial, or trading company will be an advantage.
• Experience in purchasing raw materials, chemicals, packaging materials, consumables, or industrial products is preferred.
• Good understanding of procurement processes, vendor management, quotations, purchase orders, and commercial negotiations.
• Strong negotiation and supplier management skills.
• Ability to compare quotations, analyze costs, and make purchase recommendations.
• Good understanding of basic commercial terms, payment terms, and delivery conditions.
• Strong proficiency in MS Excel, Word, PowerPoint, and email communication.
• Experience with ERP/accounting/purchase management software is an advantage.
• Good written and verbal English communication skills.
• Strong documentation and record-keeping abilities.
• Ability to coordinate effectively with management, suppliers, stores, accounts, production, and other departments.
• Ability to handle confidential business and commercial information responsibly.

Behavior

• Highly organized, disciplined, and detail-oriented.
• Professional, confident, and mature personality.
• Excellent communication and interpersonal skills.
• Strong negotiation and persuasion abilities.
• Proactive and commercially aware approach to purchasing.
• Strong follow-up skills with both internal teams and suppliers.
• High level of integrity, honesty, and confidentiality.
• Strong sense of ownership and accountability.
• Ability to manage multiple priorities and deadlines simultaneously.
• Good analytical and problem-solving skills, particularly when comparing suppliers and purchase costs.
• Able to build and maintain strong professional relationships with vendors and internal stakeholders.
• Tactful and professional when handling negotiations, disputes, delays, and sensitive matters.
• Quick learner with the ability to understand chemical/raw material requirements and specifications.
• Cost-conscious mindset with a focus on quality, reliability, and timely procurement.
• Calm and effective under pressure.
• Flexible and adaptable to changing management and procurement requirements.
• Results-oriented with strong attention to both management support and purchase execution.