Executive Assistant

The Executive Assistant will act as the Director's trusted right hand at the Jaipur operations — managing schedules, communication, client coordination, vendor/karigar follow-ups, and confidential business matters. Jaipur being a major hub for gemstones (emeralds, beads, coloured stones), the EA will play a key role in coordinating between sourcing, production, and the Director's client commitments, while helping bring professional structure to daily operations.

Key Responsibilities

1. Calendar & Schedule Management

Manage the Director's daily calendar, appointments, and meetings

Prioritize and reschedule commitments based on business urgency

Prepare the Director with agendas, documents, and background notes before meetings

Coordinate meetings with clients, gemstone suppliers, karigars, brokers, and internal staff

1. Communication Management

Screen and manage calls, WhatsApp messages, and emails on the Director's behalf

Draft, proofread, and send professional correspondence (client follow-ups, vendor communication, quotations, cover notes)

Act as the communication bridge between the Director and the teams

1. Client Relationship Support

Maintain and update the client database (contact details, preferences, budgets, purchase history)

Coordinate sharing of product videos, images, layouts, catalogs, and quotations with clients

Track client requirements and ensure timely follow-ups after exhibitions (IIJS, JJS Jaipur, etc.)

Assist in organizing client visits, private viewings, and hospitality at the Jaipur office/showroom

1. Sourcing, Vendor & Karigar Coordination

Follow up with gemstone suppliers, cutters, and karigars on orders, timelines, and quality checks as directed

Maintain records of goods received on approval (jangad), memos, and returns

Track pending deliveries and escalate delays to the Director proactively

Coordinate with the Mumbai office on stock transfers and inter-office requirements

1. Exhibition & Event Coordination

Manage logistics for trade shows (IIJS Mumbai, JJS Jaipur, JCK, etc.): booth bookings, badges, travel, inventory lists

Maintain the leads register during exhibitions and organize post-show follow-up plans

Coordinate with design/marketing support for exhibition materials and displays

1. Travel & Logistics

Plan and book domestic/international travel: flights, trains, hotels, visas, itineraries

Prepare travel folders (meeting schedules, contacts, documents)

Handle expense reports and reimbursements post-travel

1. Documentation & Confidentiality

Maintain and organize confidential files: contracts, agreements, KYC documents, banking papers, jangad/memo records

Prepare MIS reports, meeting minutes, and action-item trackers

Handle sensitive pricing, inventory, and financial information with absolute discretion

1. Office & Operations Support

Follow up with departments (production, accounts, sales) on tasks assigned by the Director

Track deadlines and deliverables across Jaipur and Mumbai operations

Coordinate with vendors, banks, CA/legal advisors as directed

Assist in implementing new systems and processes as the company professionalizes

1. Personal Assistance (as required)

Manage select personal appointments, family commitments, and errands for the Director

Coordinate gifting, festival greetings (Diwali, Teej, etc.), and relationship management with key business contacts

Required Qualifications & Skills

Bachelor's degree in any discipline (Business Administration preferred)

3–6 years of experience as an EA/PA, ideally supporting a promoter/director in a jewellery, gemstone, trading, or family-run business

Excellent written and spoken English and Hindi (Rajasthani/Marwari a plus)

Strong proficiency in MS Office (Excel, Word, PowerPoint), Google Workspace, and WhatsApp Business

Exceptional organization, follow-up discipline, and multitasking ability

High level of discretion, integrity, and confidentiality — non-negotiable in the gems & jewellery trade

Comfortable in an unstructured environment; able to create systems rather than just follow them

Preferred Attributes

Prior exposure to the Jaipur gemstone/jewellery trade (coloured stones, beads, emeralds) or luxury/retail sector

Familiarity with trade terms — jangad, memo, carat pricing, layouts, quality grades

Experience with exhibition/trade-show coordination

Calm, mature personality able to handle a demanding, fast-changing schedule

Willingness to be reachable beyond standard hours during exhibitions/peak season

Key Performance Indicators (KPIs)

Zero missed client follow-ups or meetings

Turnaround time on client communication (within 24 hours)

Accuracy of documentation, jangad/memo tracking, and follow-up registers

Director's time saved / reduction in operational escalations

Confidentiality maintained with no lapses