Executive Administrative Assistant

Executive Assistant to the Director

Company Description

Garima Global Pvt Ltd is an India-based manufacturer and exporter of high-quality engine parts under the renowned AutoGRACE brand. Specializing in cylinder liners and genuine OEM parts, the company caters to a diverse range of automotive applications, including cars, SUVs, trucks, tractors, earthmovers, construction machinery, and compressors. Known for its reliable services and commitment to excellence, Garima Global has established itself as a trusted partner in the global automotive industry.

Position: Executive & Administrative Assistant

Reports To: Director

Location: Andheri (W), Mumbai

CTC: INR 40,000-70,000 depending on experience, stability and maturity

Role Overview

We are seeking a highly organized, proactive, and commercially-minded Executive Assistant to provide comprehensive support to the Director. This is not just a scheduling role; you will act as a strategic partner, handling complex vendor negotiations, managing high-level logistics, and ensuring both professional and personal administrative workflows are seamless.

Key Responsibilities

Organization & Follow-up:

• Must be a very persistent personality with very strong follow-up.
• Must be excellent at organizing paper work and digital documents for easy access.

Contract Negotiation & Vendor Management:

• Act as the primary point of contact for external vendors and service providers.
• Review contract terms, negotiate pricing, and ensure service level agreements (SLAs) align with the company's interests.
• Renew insurance policies, AMCs etc.
• Follow up with respective departments to renew regulatory certifications, licenses etc. with relevant agencies.
• Coordinate participation in trade fairs by interacting with marketing department, trade fair management, graphics design agencies and other vendors.

Executive Logistics & Travel:

• Coordinate complex domestic and international travel itineraries (flights, visas, ground transport).
• Manage premium hotel bookings and dining reservations, ensuring preferences and loyalty programs are optimized.

Calendar & Meeting Management:

• Organize board meetings, internal briefings, and client calls, including preparing agendas and taking actionable minutes.

Financial & Document Administration:

• Track payments, manage expense reports, and ensure timely settlement of personal and corporate invoices.
• Maintain a robust digital and physical filing system for sensitive documents (legal, tax, property, and corporate).
• Maintain an organized database of company infrastructure.

Personal Liaison:

• Handle confidential personal errands and projects as needed to maximize the Director's productivity.