Executive Assistant Operations

Designation:

Department:

Organization:

1. Role Objective

To assist the Operational Manager in day-to-day coordination, reporting, HR administration, sales data collection, import/export documentation, and Odoo monitoring.
The role ensures smooth inter-departmental communication, timely reporting, and organized execution of operational and sales activities.

2. Key Responsibilities

A. Operational Coordination

• Support in daily coordination across HR, Administration, Accounts, Production, Marketing, IT, and Sales teams.
• Maintain trackers for pending actions and ensure timely updates.
• Prepare Minutes of Meetings (MOMs) and follow up on assigned tasks.
• Assist in weekly and monthly management report preparation and presentations.
• Maintain documentation for approvals, SOPs, and communication logs.

B. Sales & Reporting Support

• Supports in collecting monthly sales data from distributors and internal teams.
• Prepare summary reports on performance, customer data, and sales vs. targets.
• Coordinate with Country Managers, distributors, and internal teams for timely data submission.
• Review Odoo activity reporting for accuracy and completeness.

C. HR & Administrative Support

• Assist in attendance, leave tracking, and employee documentation.
• Coordinate recruitment scheduling, candidate communication, and onboarding formalities.
• Maintain employee records and HR trackers.
• Support in administrative functions such as travel coordination, vendor follow-up, and office supplies management.
• Organize Employee engagement activities

D. Import & Export Assistance

• Prepare and maintain import/export documentation (invoice, packing list, shipping records).
• Coordinate with freight forwarders and logistics agents for dispatch and delivery updates.
• Track shipments and update the Operational Manager on progress.
• Maintain digital records of shipments and correspondence.

E. Odoo & Project Support

• Monitor data updates in Odoo and highlight discrepancies.
• Support in testing and process updates during ERP or webshop implementation.
• Generate reports and dashboards from Odoo as required by management.

F. Project Management Support

• Assist the Operational Manager in tracking project milestones, timelines, and deliverables across departments.
• Maintain project trackers for initiatives
• Coordinate with internal teams, developers, and international offices for status updates.
• Document project progress, meeting notes, and task closures.
• Prepare project progress reports and presentations for management review.
• Follow up on pending actions and ensure timely execution of assigned project tasks.

3. Qualifications & Skills

• Bachelor’s degree in Business Administration, Commerce, or related field
• 1–3 years of experience in operations, HR, sales coordination, or export documentation (Mutli-departments)
• Proficient in

  Excel, PowerPoint, and ERP systems (Odoo preferred)

• Strong coordination, communication, and multitasking skills
• Detail-oriented, proactive, and organized