Executive Assistant/Office Manager

Work Schedule & Availability Requirement

• Core Working Hours: 10:00 AM to 7:00 PM.
• Off-Hours Availability: Mandatory availability outside of core working hours via call or WhatsApp to address urgent communications related to the manufacturing plant operations.

Role Summary & Value Proposition

We require a high-impact Executive Assistant who will be a Strategic Partner and External Ambassador for the Managing Director (MD). This professional must combine superior executive support with strong analytical and technical capabilities, leveraging specialized education, and be willing to travel to support business development and client relations.

Key Responsibilities

External Representation & Client Relations

• Client & Exhibition Attendance: Attend industry exhibitions, trade shows, and client meetings to assist the MD with networking, logistics, follow-up, and detailed note-taking.
• Logistics Management:

Analytical & Technical Support (Strategic Partnering)

• Data Mastery: Utilize expert-level proficiency in Microsoft Excel (Pivot Tables, VLOOKUPs, advanced formulas) to rapidly create dashboards, financial summaries, and operational reports for the MD.
• Business Insights (MBA Focus): Conduct market research, competitive analysis, and track key business performance indicators (KPIs) relevant to finance and marketing.
• Production Liaison (B.Tech Focus): Act as the informed administrative bridge to the R&D and QC teams, assisting the MD in reviewing and summarizing regulatory documents and technical reports.

Communication & Crisis Triage

• Priority Contact: Serve as the MD's primary filter for urgent off-hours communication from the plant operations. Triage messages and proactively alert the MD only when necessary, providing synthesized information.
• Discreet Handling: Maintain absolute confidentiality and discretion when handling sensitive operational, financial, and client-related information.

Executive Administrative Support

• Prepare detailed agendas, capture professional meeting minutes for Leadership and Board reviews, and ensure rigorous follow-up on all delegated action items.

Required Qualifications

• Education is Mandatory: B.Tech. in Food Technology/Food Science or related technical field is strongly preferred, and an MBA in Finance or Marketing is highly desirable.
• Experience: Skills matter the most.
• Technical Proficiency:
• Expert-level proficiency in Microsoft Excel is mandatory.
• High proficiency in the rest of the Microsoft Office Suite.

To proceed further, please share the following details:

Your current CTC and expected CTC.

Your current location and whether you are based in or willing to relocate to Mohali.

How would you rate your Excel skills out of 6? This is a critical requirement for this role.

How would you rate your proficiency in MS Word, PowerPoint, and professional email drafting?

How comfortable are you with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Meet)? Please rate your proficiency.

Do you have experience using CRM or ERP software (such as Zoho, Salesforce, HubSpot, or similar)? If yes, please specify.

Are you familiar with or currently using AI tools (e.g., ChatGPT, Copilot, Gemini, automation tools) for drafting, research, scheduling, or productivity enhancement?

Do you have hands-on experience with Calendly or similar scheduling tools for managing meetings and calendars?

How confident are you in coordinating and communicating with advocates, consultants, government offices, or internal legal/compliance departments?

How would you rate your verbal and written communication skills in English? Please include your experience with professional email drafting, calls, meetings, and representing senior management in communication.

How would you rate your mathematics, logic, and general reasoning skills?

Do you have prior experience working closely with senior management, founders, or CXO-level executives? If yes, briefly describe your responsibilities.

Are you comfortable handling confidential information, managing calendars, follow-ups, documentation, and multi-tasking under pressure?

What is your notice period and earliest possible joining date?

Please share the link to your LinkedIn profile.

We are looking for someone who can commit to working with us for at least 2–3 years. Please confirm your willingness for a long-term association.

Please note:

There will be an aptitude test.

We are a nutraceutical manufacturing company, and this role is highly critical, requiring accuracy, discretion, ownership, strong communication, and coordination skills.

We look forward to your detailed response.

Job Type: Full-time

Pay: ₹25,000.00 - ₹50,000.00 per month

Benefits:

• Health insurance

Work Location: In person