Executive Assistant

About us

Pooja Corporation is an established bearing distribution business, serving traders and industrial customers across Gujarat and India since 1986. We're a close-knit team, and we're looking for someone to work directly alongside the Director and keep things moving.

The business is growing - we're building a new sales and management team - and as we scale, so does this role. You'll take on new responsibilities over time and grow alongside a company that's getting bigger.

The role

We're looking for a highly organized, proactive Executive Assistant to work directly with the Director - someone who brings structure to a busy schedule, makes sure nothing falls through the cracks, and acts as the single point of coordination across both work and personal commitments.

Key Responsibilities :-

Calendar & Scheduling

• Manage the Director's calendar, appointments, and daily schedule
• Coordinate meetings, calls, and travel plans; organize both virtual and in-person meetings
• Prioritize requests and protect time effectively

Follow-up & Task Tracking (the most important part of this role)

• Track tasks assigned to the team and follow up until closed
• Maintain a running action tracker with status updates
• Escalate delays proactively - don't wait to be asked
• Make sure commitments made in meetings actually get executed

Administrative Support

• Handle travel, hotel, and reservation bookings
• Coordinate meetings with clients, vendors, and suppliers
• Prepare agendas and minutes where needed
• Manage basic documentation and correspondence

Personal Assistance

• Handle the Director's personal appointments, bookings, and reminders
• Coordinate family travel arrangements as needed
• Manage miscellaneous personal tasks with complete confidentiality

Organization

• Maintain digital records and filing systems
• Coordinate across departments/team members when required
• Take ownership of admin projects assigned by the Director

Candidate Profile :-

Must-haves

• 3–5 years of experience as an Executive Assistant / secretary to a senior executive, or steady experience as an office coordinator
• Fluent in Gujarati, Hindi & English (medium level proficiency)
• Strong, proactive follow-up - someone who chases without being reminded
• High attention to detail, able to multitask without dropping the ball
• Comfortable handling confidential/personal matters
• Self-motivated, works well with minimal supervision

Languages Required: Gujarati, Hindi & English (medium level proficiency)

Technical Skills

• MS Office (Excel especially - Pivot Tables, VLOOKUP a plus)
• Google Workspace (Calendar, Docs, Sheets, Drive)
• Zoom / Teams / Google Meet

Work Arrangement: In-person