Executive Assistant

About Pooja Corporation

Founded in 1986, Pooja Corporation has built a solid reputation as a distributor of bearings, servicing traders and industrial clients throughout Gujarat and the wider Indian market. Our team maintains a close working environment, striving for excellence as we expand our sales and management divisions.

Role Overview

We are seeking a highly organized and proactive Executive Assistant to support the Director directly. This role involves managing a demanding schedule, ensuring seamless coordination between professional and personal engagements, and acting as a key liaison across various aspects of the business.

Key Responsibilities

• Oversee the Director's calendar, schedule appointments, and coordinate daily activities.
• Arrange meetings, conference calls, and travel plans, including both in-person and virtual formats.
• Prioritize incoming requests to optimize the Director's time effectively.
• Maintain diligent follow-up on team-assigned tasks, tracking progress until completion.
• Update and manage an ongoing action tracker with current statuses and escalate any delays proactively.
• Ensure commitments made during meetings are fulfilled appropriately.
• Handle travel logistics, accommodation bookings, and reservations.
• Coordinate with clients, vendors, and suppliers to schedule meetings.
• Prepare meeting agendas and minutes when required.
• Manage routine documentation and correspondence tasks.
• Assist with the Director’s personal appointments, bookings, and reminders while maintaining confidentiality.
• Organize personal travel arrangements for the Director’s family as needed.
• Maintain digital filing systems and records efficiently.
• Collaborate with various departments and team members as necessary.
• Lead administrative projects delegated by the Director.

Candidate Profile

• 3 to 5 years of relevant experience as an Executive Assistant, secretary to senior management, or office coordinator.
• Fluent communication skills in Gujarati, Hindi, and English at a medium proficiency level.
• Exceptionally proactive in follow-ups, capable of managing multiple tasks without reminders.
• High attention to detail and able to multitask effectively.
• Trustworthy with handling confidential and personal matters discreetly.
• Self-driven with the ability to work independently and efficiently with minimal supervision.

Technical Skills

• Proficient in Microsoft Office with strong Excel skills, including Pivot Tables and VLOOKUP functions.
• Experienced using Google Workspace applications such as Calendar, Docs, Sheets, and Drive.
• Familiar with online meeting platforms like Zoom, Microsoft Teams, and Google Meet.

Work Arrangement

This position requires on-site attendance at our Ahmedabad, Gujarat office.

Compensation

The salary range for this role is ₹25,000 to ₹33,000 per month.