Secretary / Executive Assistant

Role Summary

Sahonnati is looking for a highly organized, proactive, and trustworthy Secretary / Executive Assistant to support the Founder/Director in managing day-to-day business activities.

The role requires someone who can bring structure to a busy schedule, coordinate with customers, employees and business partners, track important actions, manage documentation, and ensure that commitments are followed through.

The ideal candidate should be comfortable working independently, handling confidential information, and interacting professionally with senior executives and external stakeholders.

Key Responsibilities

• Executive & Calendar SupportManage the Director's calendar, appointments, meetings, and reminders.
• Schedule and coordinate internal and external meetings across different time zones.
• Organize meeting agendas and ensure relevant documents are available before meetings.
• Maintain a structured list of commitments, actions, and priorities.
• Follow up with stakeholders on pending actions and deadlines.
• Communication & CoordinationCoordinate with customers, employees, consultants, vendors, and business partners on behalf of the Director.
• Draft and format professional emails, letters, presentations, and other business communications.
• Screen and prioritize incoming communications where required.
• Ensure important requests and communications receive timely follow-up.
• Maintain professional and courteous communication with senior customer and partner representatives.
• Meetings & Follow-upsAttend selected meetings and prepare Minutes of Meeting (MoM).
• Capture decisions, action items, owners, and timelines.
• Track open actions and proactively follow up until closure.
• Maintain an organized record of important meetings and decisions.
• Documentation & RecordsOrganize contracts, proposals, purchase orders, invoices, NDAs, employee documents, and other business records.
• Maintain structured digital filing and document management.
• Support preparation and formatting of proposals, reports, presentations, and management documents.
• Ensure confidentiality and appropriate handling of sensitive company and customer information.
• Travel & AdministrationCoordinate domestic and international travel, including flights, hotels, transportation, and itineraries.
• Maintain travel schedules and supporting documentation.
• Coordinate meetings, workshops, company events, and customer visits.
• Support general office and administrative activities as required.
• Business SupportAssist the Director in tracking important customer opportunities and business activities.
• Coordinate information required from different teams for proposals and customer discussions.
• Track important contract dates, renewals, purchase orders, payments, and other business commitments.
• Work closely with HR, Finance, Sales, and Delivery teams to ensure timely completion of management actions.
• Required Experience & SkillsMinimum 2 years of experience as an Executive Assistant, Secretary, Administrative Executive, or similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills in English.
• Good proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other productivity tools.
• Ability to prepare professional documents and presentations.
• Strong follow-up and coordination skills.
• High level of discretion and ability to handle confidential information.
• Ability to work independently and prioritize multiple activities.
• Professional and confident while interacting with senior stakeholders.
• Educational QualificationBachelor's degree in any discipline.
• Business Administration, Commerce, Management, or related qualifications are preferred.

Personal Attributes

We are looking for someone who is:

• Proactive rather than waiting for instructions.
• Highly organized and dependable.
• Detail-oriented with strong follow-through.
• Comfortable taking ownership.
• Professional in communication and appearance.
• Discreet and trustworthy.
• Flexible and comfortable working in a growing organization.

Success in This Role

Success will be measured by the ability to keep the Director's priorities organized, ensure meetings and commitments are effectively managed, drive timely closure of action items, maintain accurate documentation, and reduce the administrative and coordination workload on the Director.

The role offers an opportunity to work closely with the leadership of Sahonnati and gain exposure to customers, business development, technology consulting, finance, HR, and company operations.