Executive Assistant

1. Executive Support:

* Manage the Director’s calendar, schedule meetings, and coordinate appointments with clients, vendors, and internal teams.

* Handle confidential correspondence, prepare business letters, and draft communication for management.

* Maintain and organize records, files, and critical business documents.

* Prepare presentations, reports, and meeting notes as required.

2. Logistics Coordination:

* Support daily logistics operations including import/export documentation, shipment tracking, and coordination with CHA (Custom House Agents), freight forwarders, and shipping lines.

* Monitor shipment schedules and ensure timely dispatch, delivery, and clearance.

* Follow up with clients, transporters, and internal departments for smooth operations.

* Maintain MIS reports for shipments, container movement, and customs filing status.

3. Documentation & Compliance:

* Ensure all import/export documentation (Invoice, Packing List, Bill of Lading, e-Sanchit, BOE, Shipping Bill, etc.) is complete and accurately filed.

* Coordinate with the customs department for document submission and clearance updates.

Assist in preparing checklists for import/export jobs based on HS codes and regulatory requirements.

4. Communication & Coordination:

* Act as a point of contact between management and internal departments.

* Liaise with clients and vendors for queries, follow-ups, and updates.

* Maintain professional communication across all channels -phone, email, and in-person meetings.

5. Administrative Functions:

* Handle expense reports, travel arrangements, and reimbursements for management.

* Support management in vendor management, performance tracking, and procurement coordination.

* Ensure office operations run smoothly, maintaining confidentiality and efficiency.

Job Type: Full-time

Work Location: In person