Personal Secretary

Wahal Process Technologies; Sonipat; On-site; INR 700,000 - 1,000,000; Full time

Benefits offered by this job

Direct exposure to leadership

Growth path to Executive Assistant / 0

Job summary

Wahal Process Technologies Pvt. Ltd. (Wahal Engineers) in Sonipat, Haryana, seeks a well-organized Personal Secretary / Executive Assistant to the Director.

You will manage the Director's calendar, emails, and important documents, coordinating with clients, vendors and internal teams across time zones. You will also handle travel logistics, visas and trade fair bookings, while representing the company professionally.

Qualifications

• 3–6 years of experience as a secretary, EA or admin coordinator.
• Excellent spoken and written English, with Hindi.
• Experience booking international travel and handling visa processes (Schengen, UK, US, UAE or others).
• Proficiency with MS Office, Google Workspace, email and online booking platforms.
• Discretion with confidential business and salary information.

Responsibilities

• Manage the Director's calendar, meetings, calls and follow-ups; prepare daily and weekly agendas.
• Draft and send emails, letters and quotation covering notes in clear, professional English.
• Prepare meeting notes and track action items to closure.
• Maintain confidential files, contracts, certificates and company documents in an organized system.
• Screen calls and visitors; prioritize what needs the Director's attention.
• Be the first point of contact for clients, consultants and visitors across time zones.
• Coordinate with sales, design, production and QC teams on quotations, drawings, delivery dates and queries.
• Arrange factory visits and inspections, including meeting rooms, hospitality and transport.
• Follow up with employees on tasks assigned by the Director; maintain a simple tracker in Excel/Sheets/CRM.
• Book domestic and international travel, visas, hotels, and local transport; prepare itineraries.

Skills

English & Hindi

MS Office

Google Workspace

Email platforms

Online booking platforms

Discretion with confidential info

Education

Graduate in any discipline

Secretarial/Office management diploma (plus)

Tools

MS Office

Google Workspace

Job description

Personal Secretary / Executive Assistant to the Director

Company: Wahal Process Technologies Pvt. Ltd. (Wahal Engineers)
Location: Sonipat, Haryana
Department: Director's Office / Administration
Experience: 3-6 years as a secretary, executive assistant or admin coordinator, preferably in a manufacturing or export-oriented company
Reports to: Director

About Us

Wahal Process Technologies manufactures high shear mixers, homogenizers, dispersers, bead mills, agitators and related blending equipment for pharmaceutical, food, cosmetic, paint and chemical clients, in India and overseas.

Role Overview

We need a well-organized, discreet and proactive person to run the Director's schedule and communication, and to coordinate with clients, employees and vendors. You will also handle travel logistics: tickets, hotels, visas and trade fair bookings. The role suits someone who can manage details without being reminded and represent the company professionally.

Key Responsibilities

Executive Support

• Manage the Director's calendar, meetings, calls and follow-ups, and prepare daily and weekly agendas
• Draft and send emails, letters and quotation covering notes in clear, professional English
• Prepare meeting notes and track action items to closure
• Maintain confidential files, contracts, certificates and company documents in an organized system
• Screen calls and visitors, and prioritize what needs the Director's attention

Client and Employee Coordination

• Be the first point of contact for clients, consultants and visitors, including overseas clients across time zones
• Coordinate with sales, design, production and QC teams to follow up on quotations, drawings, delivery dates and client queries
• Arrange factory visits and inspections by clients, EPC companies and third-party inspectors, including meeting rooms, hospitality and local transport
• Follow up with employees on tasks assigned by the Director and report status
• Maintain a simple client and enquiry tracker in Excel/Google Sheets or CRM

Travel, Visa and Trade Fair Coordination

• Book domestic and international flights, trains, hotels and local transport, comparing cost, timing and convenience
• Prepare visa applications and documents: invitation letters, itineraries, bank and company documents, appointment booking, and follow-up with the embassy or agent
• Track passport validity, visa expiry and travel insurance for the Director and travelling staff
• Handle trade fair registration, stall booking, badge and exhibitor formalities, shipping of exhibits and brochures, and travel for the team
• Prepare a travel itinerary with flight and hotel confirmations, meeting schedules and contact details for every trip
• Maintain a calendar of upcoming trade fairs and conferences, with deadlines for booking and payment

Administration and Expenses

• Maintain travel and expense records, and reconcile bills and reimbursements
• Coordinate with accounts for vendor payments for travel, hotels and fair bookings
• Handle courier, dispatch of documents and samples, and office supplies
• Support HR with candidate interview scheduling and joining formalities when needed

Requirements

• Graduate in any discipline (B.Com, BBA, BA or equivalent); a secretarial or office management diploma is a plus
• 3-6 years of experience as a secretary, EA or admin coordinator
• Excellent spoken and written English, with Hindi
• Experience booking international travel and handling visa processes (Schengen, UK, US, UAE or others)
• Proficiency with MS Office, Google Workspace, email and online booking platforms
• Strong follow-up discipline, with attention to dates, spellings, names and amounts
• Discretion with confidential business and salary information
• Comfortable working with senior management and international clients

Preferred

• Experience in an engineering, export or machinery manufacturing company
• Experience with trade fair participation and exhibitor logistics
• Basic knowledge of export documentation (invoice, packing list, shipping basics)
• Knowledge of Sonipat/Delhi-NCR logistics, including airport and hotel options

Key Performance Indicators

• Zero missed meetings, flights, visa deadlines or booking dates
• Response time to client and internal queries
• Accuracy of itineraries, bookings and expense records
• Savings on travel and hotel costs through planning ahead

Working Conditions

• Full-time, on-site in Sonipat, with occasional flexibility for early or late calls with overseas clients
• Occasional travel with the Director to trade fairs or client meetings, if required

What We Offer

• Direct exposure to company leadership and international business
• A growing company that participates in global trade fairs
• Growth path to Executive Assistant / Office Manager
• Competitive compensation based on experience: [salary range]