Executive Assistant

Smart Moves Talent Crafters Pvt. Ltd.; Mumbai; On-site; INR 800,000 - 1,500,000; Full time

Job summary

Smart Moves Talent Crafters Pvt. Ltd.

is seeking an Executive Assistant to the Director to manage calendars, coordinate meetings with internal teams and external partners, and arrange international travel with multiple time zones. The role involves organizing both online and offline meetings, preparing documents, and maintaining confidential records across the manufacturing, warehousing, and corporate offices.

Responsibilities

• Manage the Director's daily calendar, appointments, meetings, and business commitments.
• Coordinate and schedule internal meetings with department heads, factory management, warehouse management, customers, suppliers, and consultants.
• Arrange and manage online meetings with international customers, suppliers, technology partners, and overseas stakeholders across different time zones.
• Organize offline business meetings, customer visits, vendor meetings, and industry-related events.
• Plan and coordinate the Director's travel to the manufacturing facility at Silvassa and the warehouse facility at Bhiwandi, including travel arrangements, accommodation, meeting schedules, and visit itineraries.
• Serve as the primary point of coordination between the Director and the Silvassa factory and Bhiwandi warehouse teams to ensure timely communication and execution of directives.
• Follow up with Production, Quality, Maintenance, Stores, Purchase, Sales, Finance, HR, Logistics, and Warehouse departments on tasks assigned by the Director.
• Prepare and maintain action trackers for management meetings and ensure timely closure of action points.
• Draft professional emails, letters, presentations, reports, and business correspondence on behalf of the Director.
• Maintain records of agreements, contracts, quotations, customer communications, and confidential business documents.
• Coordinate with clients, suppliers, and business partners regarding meetings, visits, commercial discussions, and project follow-ups as instructed by the Director.
• Prepare meeting agendas, circulate relevant documents, record Minutes of Meeting (MoM), and monitor implementation of decisions.

Job description

Reporting To: Managing Director and Chief Growth Officer

Industry: Manufacturing

Working days: Monday to Saturday

Salary: As per market standards

Key Responsibilities

• Manage the Director's daily calendar, appointments, meetings, and business commitments.
• Coordinate and schedule internal meetings with department heads, factory management, warehouse management, customers, suppliers, and consultants.
• Arrange and manage online meetings with international customers, suppliers, technology partners, and overseas stakeholders across different time zones.
• Organize offline business meetings, customer visits, vendor meetings, and industry-related events.
• Plan and coordinate the Director's travel to the manufacturing facility at Silvassa and the warehouse facility at Bhiwandi, including travel arrangements, accommodation, meeting schedules, and visit itineraries.
• Serve as the primary point of coordination between the Director and the Silvassa factory and Bhiwandi warehouse teams to ensure timely communication and execution of directives.
• Follow up with Production, Quality, Maintenance, Stores, Purchase, Sales, Finance, HR, Logistics, and Warehouse departments on tasks assigned by the Director.
• Prepare and maintain action trackers for management meetings and ensure timely closure of action points.
• Draft professional emails, letters, presentations, reports, and business correspondence on behalf of the Director.
• Maintain records of agreements, contracts, quotations, customer communications, and confidential business documents.
• Coordinate with clients, suppliers, and business partners regarding meetings, visits, commercial discussions, and project follow-ups as instructed by the Director.
• Prepare meeting agendas, circulate relevant documents, record Minutes of Meeting (MoM), and monitor implementation of decisions.
• Track important deadlines, renewals, statutory submissions, and key business commitments requiring the Director's attention.
• Assist in preparing presentations for management reviews, customer meetings, board meetings, and business development activities.
• Plan, coordinate, and manage domestic and international travel for the Managing Director, Directors, CEO, CSO, CGO, CTO, and other designated senior leadership members, including flight bookings, hotel reservations, visa processing, transportation arrangements, foreign exchange requirements, meeting schedules, detailed travel itineraries, and related logistics.
• Screen and prioritize communications, phone calls, emails, and meeting requests received by the Director.
• Maintain strict confidentiality of company information, business strategies, customer data, pricing information, and management discussions.
• Ensure effective coordination and information flow between the Corporate Office, Manufacturing Facility, and Warehouse operations.
• Perform any additional administrative, coordination, executive support, and special project responsibilities assigned by the Director from time to time.