Executive Assistant to the Managing Director

Alltex Exim; Surat; On-site; INR 600,000 - 1,200,000; Full time

Job summary

Alltex Exim Pvt. Ltd. in Surat seeks an experienced Executive Assistant to the COO to help keep decisions moving in a fast-moving multi-country textile trading house.

You will own calendars, arrange domestic and international travel, triage emails, coordinate meetings with clear agendas, and prepare concise briefs. You'll also support research, vendor due diligence, and back-office digitalisation while maintaining discretion and strong professionalism.

Qualifications

• Front-row seat to how a multi-country trading business runs and transforms.
• Direct exposure to senior leadership and decision-making.
• A seat with calendar, travel, vendor, HR, research, projects, and international coordination.
• Upside if you scale with business into new categories and digital workflows.

Responsibilities

• Calendar management for COO and director across Indian, Egyptian, and Bangladeshi time zones.
• Travel coordination: domestic and international itineraries, visas, and expense tracking.
• Email management and inbox triage for senior leadership.
• Meeting coordination, agendas, structured note-taking, action items, and follow-through.
• Research and pre-read market intel, competitor moves, vendor due diligence, and briefing notes for leadership decisions.
• Planning support: Translate leadership requirements into structured plans, timelines, and follow-ups with a real understanding of how a traditional textile and yarn business operates.
• Expansion and digitalisation projects: Coordinate the workstreams behind new market entries, new product categories, and the back-office digitalisation roadmap
• Vendor management liaison, negotiation support, and documentation.
• Document management contracts, MIS reports, dashboards, and filing systems.
• Cross-functional coordination across export, import, and back-office teams.
• Culture stewardship models the standards leadership wants to scale across the organisation; the EA to the top of the house sets a tone.

Skills

Calendar mgmt

Travel coordination

Vendor management

HR coordination

Research

Project coordination

International stakeholders

Executive discretion

Note-taking

Documentation

Cross-functional

Tools

Google Workspace

MS Office

MS Excel

Scheduling tools

Dashboards

Job description

This isn't a calendar-and-travel role with HR bolted on. It's the operating spine of leadership, the person who keeps decisions moving, runs research before they're asked, plans around how a traditional textile business actually works, holds the rope across three time zones, and knows where every contract, vendor, and onboarding doc lives.

Responsibilities:

• Calendar management for the COO and director across Indian, Egyptian, and Bangladeshi time zones.
• Travel coordination: domestic and international itineraries, visas, and expense tracking.
• Email management and inbox triage for senior leadership.
• Meeting coordination, agendas, structured note-taking, action items, and clean follow-through.
• Research and pre-read market intel, competitor moves, vendor due diligence, and briefing notes for leadership decisions.
• Planning support: Translate leadership requirements into structured plans, timelines, and follow-ups with a real understanding of how a traditional textile and yarn business operates.
• Expansion and digitalisation projects: Coordinate the workstreams behind new market entries, new product categories, and the back-office digitalisation roadmap
• Vendor management liaison, negotiation support, and documentation.
• Document management contracts, MIS reports, dashboards, and filing systems.
• Cross-functional coordination across export, import, and back-office teams.
• Culture stewardship models the standards leadership wants to scale across the organisation; the EA to the top of the house sets a tone.

Requirements:

• A front-row seat at how a multi-country, multi-vertical trading business actually runs and how a traditional one transforms.
• Direct exposure to senior leadership and decision-making at the top of the house.
• A skill set most EAs spend a decade assembling: calendar, travel, vendor, HR, research, projects, and international stakeholder coordination all in one seat.
• Real upside if you scale with the business as it expands into new categories, new markets, and a more digital way of working.

Good to Have:

• 2.5+ years as an executive assistant, personal assistant, or operations coordinator, ideally supporting senior leadership.
• Fluent in English and Hindi, written and verbal.
• Ridiculously organised. Sharp note-taker. Closes loops.
• Can hold ten threads in your head without dropping one.
• Research-minded: comfortable digging into a topic, summarising it crisply, and bringing back what leadership actually needs to decide.
• Bridge-builder: respect for the way a 16-year-old textile trading house operates, paired with the curiosity and tech fluency to help push it forward.
• Tech-savvy: Google Workspace, Microsoft Office, MS Excel, scheduling tools, basic dashboards.
• Comfortable with AI tools and quick to pick up new platforms; a bonus if you've used AI for research, drafting, or workflow automation.
• Adaptable. Unfazed when priorities shift mid-morning.
• Carries themselves with the kind of professionalism and discretion that sets a standard others follow.