EXECUTIVE ASSISTANT TO Director

JOB DESCRIPTION – EXECUTIVE ASSISTANT TO Director (Exalon & VJM Industries)

Position: Executive Assistant / Business Operations Coordinator

Location: Sahibabad (Durga Industrial Park)

Working Days: Monday to Saturday

Timing: 9:30 AM to 7:00 PM (Flexible based on business requirements)

About the Role

This is a high-responsibility, fast-paced execution role supporting the Owner (Mr. Chandra Joshi) across sales, production, operations, and coordination.

The EA will act as the Command Centre for the entire organization — ensuring timely delivery, smooth communication, tracking orders, chasing updates, and maintaining discipline across teams.

This is not a secretarial role.

This is a business-critical operational role, ideal for someone who is sharp, organised, and wants to grow.

Key Responsibilities

1. Order & Production Tracking (Primary Duty – 50%)

Maintain and update the Order Master Sheet — one source of truth for all B2B, canteen, corporate, and online orders.

Prepare and update the daily “Today Board” for morning and evening review.

Track each order from:

Artwork

Material procurement

Cutting / Printing / Stitching

Finishing

QC

Packaging

Dispatch

Identify orders at risk of delay 3–5 days in advance and escalate immediately.

Maintain a Delay & Root Cause Log and ensure responsible teams take corrective actions.

2. Coordination Between Sales – Production – Warehouse – Accounts

Act as the communication bridge between departments for:

Stock requirements

Material arrival updates

Pending payments (for order release)

Urgent client requirements

Art approvals

QC / rework issues

Ensure timely follow-up with:

Sales Team

Accounts + Operations

Warehouse In-charge

Production Supervisors

Printing/Vendor partners

Organize & document all follow-ups in written form (WhatsApp + Email).

3. Reporting to the Owner (Daily)

Prepare a daily “Commander’s Report” including:

Orders due in next 7 days

Risk orders (Yellow/Red)

Status of top 20 active orders

Pending approvals required from Owner

Bottlenecks (material, manpower, payments, artwork)

Yesterday’s planned vs achieved

Final dispatch summary

All reports must be updated before morning and evening meetings.

4. Meeting Management

Conduct & minute morning huddle (20 min) and evening review (20 min).

Prepare weekly S&OP (Sales & Operations Planning) Meeting Deck.

Track action items and ensure follow-up is completed by responsible persons.

5. Process & SOP Enforcement

Ensure that no order is accepted without Capacity Check + Cash Flow Check.

Make sure departmental SOPs are followed:

Artwork approval

PI release

Payment confirmation

Production planning

QC checklist compliance

Dispatch documentation

6. Owner Assistance

Act as gatekeeper: filter unimportant issues; escalate only real problems.

Maintain calendar, reminders, travel coordination.

Maintain high confidentiality with all business information.

Required Skills

Must-Have

Strong Excel & Google Sheets (VLOOKUP, filters, pivot table).

Excellent written + verbal communication in English & Hindi.

Extremely strong in coordination, follow-up, and documentation.

High discipline, punctuality, and ability to work under deadlines.

Must be comfortable tracking 30–40 orders simultaneously.

Good to Have

Experience in manufacturing / apparel / merchandising / production units.

Experience in operations, MIS, or project coordination roles.

Knowledge of SOPs, QC processes, and vendor management.

Ideal Candidate Profile

Age: 22–32 years

Education: Graduate / MBA / BBA / Operations or Commerce preferred

Experience: 1–4 years in a coordination/operations role

Personality:

Sharp & proactive

Respectful yet assertive

Highly organised

Quick learner

Not afraid to follow-up with seniors

Compensation

As per market standard + performance bonuses every 6 months

Faster growth for high performers

Opportunity to become Business Operations Manager in 12–18 months

Why This Role is Important

This position directly supports the Owner in:

Achieving 100% on-time delivery by June 2026

Zero production delays

Scaling Exalon & VJM to next-level B2B clients

Maintaining reputation with top brands (Pernod Ricard, Diageo, Shell, Mankind, etc.)

The EA ensures no order is delayed, no communication is missed, and no client is unhappy.

Job Type: Full-time

Pay: ₹25,000.00 - ₹40,000.00 per month

Work Location: In person