Executive Assistant

About the Role

We are looking for a proactive and well-organized Executive Assistant to support senior management with day-to-day administrative responsibilities and factory coordination activities. This role involves close interaction with factory teams, strong follow-ups, documentation handling, and communication support to ensure smooth execution of operational tasks related to factory work (TBC).

Key Responsibilities Executive Assistance

• Provide day-to-day administrative and coordination support to the Director or Factory Head
• Manage calendars, meetings, appointments, travel schedules, and task reminders
• Draft and manage emails, letters, reports, and presentations
• Handle confidential information with discretion and professionalism

Factory Coordination (TBC)

• Coordinate with production, QC, stores, HR, purchase, logistics, and other factory departments
• Follow up on daily tasks, pending action items, and operational targets
• Track factory activities and prepare daily and weekly summaries for management
• Support factory meetings, inspections, reviews, and internal discussions

Documentation & Reporting

Maintain structured records including:

• Daily production summaries
• Attendance and manpower logs
• QC and QA follow-up trackers
• Purchase and vendor coordination notes

Prepare MIS reports and ensure proper filing of factory-related documents

Vendor & Purchase Support

• Follow up with suppliers on delivery status and required documentation such as POs, invoices, and GRNs
• Coordinate vendor visits and meetings at the factory or office
• Support purchase and planning teams with basic data entry and communication

Communication & Coordination

• Act as a communication bridge between senior management and factory teams
• Maintain professional interaction with internal and external stakeholders
• Ensure timely closure of action points assigned by management

Administrative Support

• Handle office supplies, courier coordination, documentation, and general admin tasks
• Assist HR with onboarding coordination, document verification, and basic admin support
• Maintain organized digital and physical filing systems

Requirements

• Graduate in Commerce, Business Administration, or a related field
• 3 6+ years of experience as an Executive Assistant, preferably in a manufacturing or factory environment
• Good understanding of factory workflows including production, QC, logistics, and procurement
• Strong proficiency in MS Excel, MS Word, and email communication
• Excellent organizational, coordination, and follow-up skills
• Ability to multitask and work efficiently under pressure