Secretary / Executive Assistant

Job Description: Executive Assistant (EA) to Senior Business Owner Location: Shillong / Guwahati (Field + Office Role) Company: Jain Petroleum Group Position Overview: We are looking for a highly organised and tech-savvy Executive Assistant (EA) to support a senior business owner with a very busy daily schedule, constant phone calls, and multiple pending tasks. This role includes digital task management, coordination, field visits, and office-based administrative work. Key Responsibilities: 1. Daily Scheduling & Digital Task Management : Maintain and update Google Calendar for meetings, appointments, reminders, and daily planning. Use Microsoft To-Do List to create task lists, priority trackers, and follow-up reminders. Organise and track work using digital dashboards (Google Sheets, Excel, or planner apps). Ensure daily tasks and follow-ups are updated, monitored, and completed on time. 2. Phone Call Handling & Communication: Manage continuous incoming phone calls with professionalism. Take detailed notes and relay messages accurately. Follow up with managers, staff, vendors, government departments, and contractors. 3. Coordination & Follow-Up Management: Coordinate daily operations across multiple petrol pumps and backend office teams. Maintain a task tracker for all pending and ongoing work. Send reminders to teams, ensure timely closures, and report status updates to the senior. 4. Field Work: Visit petrol pumps, offices, sites, government offices, and vendor locations as required. Submit/collect documents, inspect work progress, and communicate instructions. Represent the senior efficiently during field visits. 5. Meeting Support: Schedule meetings using Google Calendar. Prepare notes, minutes, agenda points, and follow-up lists. Join meetings physically or virtually and track action points on Microsoft To-Do. 6. Office Administration: Draft emails, WhatsApp messages, letters, and internal communication. Maintain organised digital and physical files. Handle documentation: bills, receipts, reports, proposals, and government papers. 7. Travel & Logistics: Book flights, hotels, and transportation. Create travel itineraries and ensure documentation and logistics are in place. 8. Professional Conduct & Confidentiality: Maintain strict confidentiality over sensitive business and family information. Present a polished, disciplined, and dependable work ethic. Desired Candidate Profile: Graduate with 2–6 years of EA/administration/operations experience. Proficient in Google Calendar, Microsoft To-Do, Excel, WhatsApp, and email drafting. Strong coordination and communication skills. Comfortable with both office tasks and regular field visits. Fluent in English and Hindi; knowledge of local languages is an advantage. Smart, organised, punctual, and able to work under pressure. Working Style: Work directly with the senior business owner daily. Flexible with timings based on workload and travel schedule. Combination of office work, digital coordination, and on-ground execution.