Executive Secretary / Executive Assistant To Head Of Operations

Delight Hospitality; Karnataka; On-site; INR 225,000 - 275,000; Full time

Benefits offered by this job

Cell phone reimbursement

Commuter assistance

Flexible schedule

Paid sick time

Paid time off

Provident Fund

Job summary

Delight Hospitality is seeking an Executive Secretary to work closely with the Head of Operations. The role acts as a central point of contact across teams, managing schedules, files, and basic tracking systems from day one.

You will sit in management meetings, contribute practical ideas for growth, and handle decisions when the Head of Operations is away. Strong English communication and Google Workspace fluency are essential.

Qualifications

• 2–5 years experience as an Executive Assistant, Operations Coordinator, or Senior Admin supporting top managers.
• Ability to convert unorganized work into simple checklists, sheets and trackers.
• Excellent written and spoken English with confidential data handling.

Responsibilities

• Manage daily schedules and time planning for Head of Operations.
• Prepare agendas, briefing notes and background details for meetings.
• Maintain Google Drive folders for licenses, contracts, and audits.
• Update daily trackers for sales, stock levels, and deadlines.
• Convert Head of Operations instructions into daily tasks for store teams.
• Attend leadership discussions and note action owners with due dates.

Skills

Experience

Organized Mindset

Practical Thinking

Independent Worker

Clear Communication

Tech Skills

Tools

Google Workspace

Job description

Role: Executive Secretary to Head of Operations

We are looking for a sharp, reliable, and well-organized Executive Secretary to work directly with our Head of Operations.

This is not a regular back-office typing job. You will be the central point of contact for all the teams - handling daily schedules, managing important files, and building simple tracking systems from day one. You will also sit in management meetings, share practical ideas for business growth, and take key decisions on the ground when Head of Operations is on leave or visiting other locations.

If you want to understand how retail operations and business expansion work at a senior level, this role gives you hands‑on experience and real career growth.

Key Responsibilities

Executive Support & Daily Planning

• Manage Emails: Check the Head of Operations' inbox, reply to standard queries, coordinate with the finance team for urgent vendor payments, and highlight urgent matters on a daily basis.
• Schedule Management: Plan daily calendars, fixing store visits, vendor meetings, and internal team reviews without time clashes.
• Store Monitoring: Check head‑office CCTV feeds regularly to see daily store operations and staff discipline.
• Meeting Preparation: Prepare agendas, short briefing notes, and background details before major meetings and site visits.

Systems & Record Keeping

• SOPs & Workflows: Create simple, step‑by‑step SOPs, approval steps, and daily checklists for store staff as guided by the Head of Operations.
• File Management: Maintain a clean Google Drive folder system for store licenses, rental agreements, vendor contracts, and audit reports.
• Daily Trackers: Update daily Excel / Google Sheets for sales numbers, store stock levels, and project deadlines corresponding to the data provided by the Head of Operations.

Team Follow-Up & Operations Support

• Task Delegation: Convert instructions from Head of Operations into clear daily tasks for store managers and supervisors.
• Follow-Ups: Follow up with teams to make sure work is completed on time.
• Solve Ground Issues: Handle minor day‑to‑day operational issues, write quick incident reports, and elevate major problems to the Head of Operations.

Strategy & Meetings

• Join Discussions: Attend leadership meetings and share suggestions on new store openings, reducing costs, and improving customer service (training will be provided on the job).
• Market Ideas: Keep an eye on market trends and bring sensible, practical ideas to help improve store performance.
• Minutes of Meeting (MOM): Write clear meeting notes noting who is responsible for each task and the exact due date.

Who We Are Looking For?

• Experience: 2 to 5 years working as an Executive Assistant, Operations Coordinator, or Senior Admin supporting top managers.
• Organized Mindset: Ability to take unorganized work and convert it into simple checklists, sheets, and trackers.
• Practical Thinking: Basic business sense, good observation skills, and confidence to speak up in meetings.
• Independent Worker: Can take quick, sensible decisions on daily matters without needing constant supervision.
• Clear Communication: Good written and spoken English, polite communication, and complete trust with confidential company data.
• Tech Skills: Fast and comfortable using Google Workspace (Google Sheets, Docs, Calendar, and Gmail).

What We Offer

• Direct Career Growth: Fast path to move into an Operations Manager or Chief of Staff role.
• Real Responsibility: Freedom to work independently with direct trust from leadership.
• Visible Results: See your systems and suggestions used across all our stores every day.
• Salary & Benefits: Good industry salary, performance incentives, Providence Fund, 2 days off/week and sick leave/paid leave.

Pay: From ₹250,000.00 per year

Benefits

• Cell phone reimbursement
• Commuter assistance
• Flexible schedule
• Paid sick time
• Paid time off
• Provident Fund

Work Location: In person