Secretary / Executive Assistant

WE ARE HIRING!

Executive Assistant to the Owner | Ambica Silk Palace

Company: Ambica Silk Palace

Location: Surat, Gujarat

Job Type: Full-Time

Department: Management / Business Operations

Experience: 2–5 Years Preferred

Gender: Open to All Suitable Candidates

About Us

Ambica Silk Palace is a women’s ethnic wear brand specializing in designer sarees, bridal lehengas, gowns, Indo-Western outfits, and premium occasion wear. We serve customers through our retail store, online platforms, social media, and bulk orders across India and internationally.

We are looking for a highly responsible, proactive, organized, and tech-savvy Executive Assistant to the Owner who can manage daily business activities, coordinate with different departments, and ensure that work continues smoothly even when the owner is unavailable.

Job Role

We are looking for someone who can act as the owner’s right hand and gradually understand, manage, and coordinate the majority of the owner’s daily responsibilities.

The candidate must be capable of taking ownership of assigned tasks, managing priorities, ensuring timely execution, and keeping the owner updated on business progress.

Key Responsibilities

1. Personal Assistance & Daily Management

• Manage the owner’s daily schedule, meetings, appointments, reminders, and calendar.
• Organize daily tasks and ensure that important work is completed on time.
• Coordinate calls, WhatsApp messages, meetings, and business communications.
• Prepare daily work plans and maintain task lists with pending work and deadlines.
• Ensure that important commitments are never missed.

2. Store & Studio Operations

• Coordinate daily activities between the retail store, studio, sales team, production team, and other departments.
• Monitor pending orders, customer requirements, delivery schedules, and order status.
• Follow up with staff members to ensure that assigned work is completed.
• Identify operational issues and bring them to the owner’s attention with possible solutions.
• Maintain daily reports so the owner can monitor business activities remotely.

3. Sales & Customer Follow-ups

• Follow up with retail customers, online inquiries, bridal clients, and bulk-order customers.
• Coordinate with the sales team to ensure that inquiries are converted into orders.
• Track quotations, pending payments, order confirmations, and customer commitments.
• Maintain customer databases and follow-up schedules.
• Ensure that no important lead or customer inquiry is missed.
• Coordinate video calls and online consultations with domestic and international customers when required.

4. Social Media & Online Business Coordination

• Coordinate Instagram, WhatsApp Business, and other online business activities.
• Track customer inquiries received through social media and ensure timely responses.
• Coordinate with content creators, photographers, editors, and influencers.
• Maintain a content calendar for reels, posts, stories, and product promotions.
• Research trending content ideas, fashion trends, and competitor activities.
• Help plan promotional campaigns, product launches, and seasonal sales.
• Follow up on pending content, approvals, collaborations, and publishing schedules.

5. Content Ideas & Brand Development

• Understand the owner’s vision and help translate it into practical business activities.
• Suggest creative reel ideas, marketing strategies, and customer engagement activities.
• Maintain a record of content ideas, trending audio, hooks, captions, and promotional concepts.
• Coordinate product photoshoots and ensure that required products and information are ready.
• Help strengthen the online presence and brand image of Ambica Silk Palace.

6. Team Coordination & Execution

• Coordinate with sales staff, accountants, designers, production teams, and other employees.
• Assign and track tasks as authorized by the owner.
• Conduct regular follow-ups with team members regarding pending work.
• Maintain records of daily progress, delays, and completed activities.
• Ensure that instructions given by the owner are properly communicated and executed.

7. Business Development & Networking

• Coordinate business meetings, networking events, and professional appointments.
• Maintain records of business contacts, potential clients, collaborations, and referrals.
• Follow up with vendors, business associates, influencers, and potential business partners.
• Assist with new business initiatives, marketing campaigns, and growth projects.

8. Reporting & Accountability

• Prepare daily and weekly business activity reports.
• Maintain a dashboard of pending orders, customer follow-ups, staff tasks, appointments, and important deadlines.
• Share daily updates with the owner regarding completed tasks, pending work, sales inquiries, and urgent matters.
• Maintain confidentiality regarding business information, customer details, pricing, and internal operations.

Skills Required

• Excellent communication and coordination skills.
• Strong organizational and time-management abilities.
• Proficiency in WhatsApp, Instagram, Google Sheets, Google Calendar, Excel, and basic office applications.
• Ability to manage multiple tasks and meet deadlines.
• Good understanding of social media trends and online business activities.
• Strong follow-up skills and attention to detail.
• Problem-solving mindset with a proactive approach.
• Ability to work independently and take responsibility for assigned tasks.
• Willingness to learn the business and understand the owner’s working style.

Who Should Apply?

We are looking for someone who:

• Takes ownership instead of waiting for instructions for every small task.
• Remembers commitments, follows up consistently, and completes work on time.
• Can coordinate people and processes without constant supervision.
• Understands that every customer inquiry and business opportunity matters.
• Is comfortable working in a fast-paced fashion retail and online business environment.
• Wants to grow professionally by working closely with a business owner.

Important: This role requires more than routine secretarial work. We need a dependable person who can understand business priorities, execute responsibilities, and keep operations moving when the owner is away.

Performance Expectations

The selected candidate will be evaluated on:

• Timely completion of assigned tasks.
• Quality and consistency of customer follow-ups.
• Coordination between store, studio, and other departments.
• Timely execution of social media and marketing activities.
• Accuracy of reports and task tracking.
• Ability to work independently and keep the owner informed.

Salary & Benefits

• Salary: Negotiable based on experience and capabilities.
• Full-time opportunity with long-term growth potential.
• Direct exposure to business management, fashion retail, digital marketing, and entrepreneurship.
• Opportunity to take on greater operational responsibility based on performance.

Interested candidates can apply with their updated resume and details of their previous experience.