Company Description Torani India is a contemporary fashion label founded in 2018, known for blending tradition and history with modern aesthetics. Guided by a creative director who is committed to storytelling, the brand focuses on innovative silhouettes and an inclusive approach to fashion. Torani has contributed to the revival of Indian cheent print and the re-popularization of the organza saree, carving a distinct niche in the Indian fashion landscape. Through impactful campaigns and creative concepts, Torani continues to shape progressive discourses within the industry. The brand offers a dynamic environment for professionals interested in fashion, creativity, and meaningful narratives.
Role Description The Executive Assistant cum Personal Assistant (EA/PA) to the Director is responsible for providing high-level administrative, operational, and confidential support to the Director, ensuring smooth day-to-day business operations and effective coordination across departments.
Key Responsibilties:
Executive Support
- Manage the Director's daily calendar, appointments, meetings, and travel schedule.
- Prioritize meetings and appointments based on business requirements.
- Prepare daily schedules, reminders, and briefing notes.
- Coordinate internal and external meetings, conferences, and business events.
- Take minutes of meetings (MOM) and ensure timely follow-up on action items.
Personal Assistance
- Manage the Director's personal appointments and commitments, as assigned.
- Coordinate personal travel, accommodation, and transportation arrangements.
- Handle confidential personal documentation and records.
- Assist with personal errands and tasks delegated by the Director.
Communication Management
- Draft and review emails, letters, presentations, reports, and official correspondence.
- Screen incoming calls, emails, and visitors, directing them appropriately.
- Act as the primary point of contact between the Director and internal/external stakeholders.
- Maintain professional communication with clients, vendors, consultants, and business partners.
Coordination & Follow-up
- Coordinate with department heads to obtain updates on ongoing projects and deliverables.
- Track deadlines, pending approvals, and important commitments.
- Ensure timely follow-up on tasks assigned by the Director.
- Maintain a tracker for ongoing projects and report progress regularly.
Document & Record Management
- Maintain confidential files, contracts, agreements, reports, and business records.
- Organize both physical and digital documentation for easy retrieval.
- Prepare presentations, MIS reports, dashboards, and executive summaries.
- Ensure proper version control and secure handling of sensitive documents.
Travel & Logistics
- Arrange domestic and international travel, including flights, hotels, visas (where applicable), and local transportation.
- Prepare travel itineraries and expense summaries.
- Coordinate meeting venues, hospitality, and event logistic.
Business Operations Support
- Assist the Director in monitoring key business initiatives and strategic projects.
- Coordinate with HR, Finance, Operations, Merchandising, Production, Design, Administration, Legal, and other departments for timely execution of tasks.
- Support cross-functional collaboration to ensure smooth operational workflows
Confidentiality & Information Security
- Maintain complete confidentiality regarding business strategies, financial information, employee matters, legal documents, and personal information.
- Ensure that confidential documents and communications are handled securely.
- Avoid unauthorized disclosure of any sensitive information
Reporting & MIS
- Prepare daily, weekly, and monthly reports for the Director.
- Maintain action trackers, meeting trackers, and project status reports.
- Generate management reports and analytical summaries as required
Event & Meeting Management
- Organize board meetings, leadership meetings, client meetings, and corporate events.
- Prepare meeting agendas, presentations, and supporting documents.
- Ensure all logistics are arranged before meetings.
- Record minutes and monitor completion of assigned action items.
Vendor & Stakeholder Coordination
- Liaise with vendors, consultants, service providers, and external agencies.
- Coordinate quotations, approvals, purchase requests, and documentation.
- Maintain professional relationships with all stakeholders.
Administrative Responsibilities
- Monitor office supplies and executive office requirements.
- Coordinate approvals, documentation, and administrative processes.
- Maintain records of expenses and reimbursements related to the Director's office.
- Support smooth functioning of the executive office.
Decision Support
- Gather, organize, and analyze information required for executive decision-making.
- Conduct basic research, prepare comparative analyses, and summarize key findings.
- Assist in preparing presentations for management reviews and business discussions.
Compliance
- Ensure adherence to company policies, confidentiality standards, and professional ethics.
- Support documentation related to audits, legal matters, and compliance requirements as directed.
Reporting Structure
- Reports To: Director / Managing Director / Founder
- Department: Executive Office
Performance Indicators (KPIs)
- Timely completion of assigned tasks.
- Effective calendar and meeting management.
- Accuracy and quality of reports and documentation.
- Timely follow-up and closure of action items.
- Responsiveness to internal and external stakeholders.
- Maintenance of confidentiality and professionalism.
- Efficient coordination across departments.
- Error-free documentation and communication.
Qualifications
- Candidates should possess strong Personal Assistance skills, including handling personal errands, scheduling, and discreet support in professional and personal matters.
- Candidates should possess Executive Administrative Assistance skills, such as calendar management, travel coordination, meeting organization, and preparation of documents and presentations.
- Candidates should possess excellent Communication skills, with the ability to interact professionally with stakeholders, draft clear correspondence, and maintain confidentiality.
- Candidates should possess effective Diary Management skills, including prioritizing appointments, managing deadlines, and organizing daily and weekly schedules.
- Candidates should possess solid Clerical Skills, including document filing, data entry, record keeping, and basic office software proficiency (e.g., MS Office, email tools).
- Relevant experience as an Executive Assistant, Personal Assistant, or in a similar administrative role, preferably within fashion, creative, or fast-paced industries.
- Strong organizational and time management abilities, attention to detail, and capacity to handle multiple tasks with shifting priorities.
- Professional demeanor, integrity, and the ability to work independently while collaborating effectively with cross-functional teams.
- Graduate degree or equivalent qualification in any discipline; specialized training in office administration or executive assistance is an advantage.
