EXECUTIVE ASSISTANT TO THE FOUNDER & CREATIVE DIRECTOR

Position: Senior Executive Assistant to Founder & Creative Director

Location: Kala Ghoda, Mumbai

Experience:

Senior: 36+ years

[ONLY APPLICANTS BASED IN SOUTH MUMBAI WILL BE CONSIDERED]

ABOUT SDS by KUSHAL SHAH

SDS by KUSHAL SHAH is a men's luxury brand specializing in Prt, Couture, and Bespoke.

We focus on refined design aesthetics, craftsmanship, and service, creating a seamless balance between luxury and contemporary style.

Rooted in an edgy yet timeless design philosophy, our collections reflect an evolving yet consistent creative vision.

Our parent company, SHEETAL, has been a pioneer in Indian fashion retail for over 50 years.

Industry icons such as Hemant Trivedi, Manish Malhotra, and Aki Narula began their creative journeys at SDS before launching their own labels.

KEY RESPONSIBILTIES :

1. Founder Shadow & End-to-End Oversight

Act as the Founder's direct operational extension across all business verticals

Attend key meetings including client consultations, vendor negotiations, production reviews, sales meetings, and strategy discussions

Translate verbal directions into structured action plans with clear timelines and accountability

Ensure all tasks assigned by the Founder are documented, delegated, tracked, and completed

Maintain a master tracker of all ongoing priorities across departments

Proactively identify gaps, delays, or bottlenecks before escalation

2. Sales & Client Consultation Oversight

Attend high-value client consultations when required

Ensure follow-ups on client orders, customizations, fittings, and delivery timelines

Coordinate between Sales, Production, and Design teams for client-specific requirements

Track order confirmations, payment timelines, and client communication status

Ensure VIP and couture clients receive structured and timely servicing

Maintain client workflow documentation and process consistency

3. Production & Design Supervision

Oversee collection development timelines from design conceptualization to final production

Track sampling progress, fittings, alterations, and final dispatch schedules

Coordinate with karigars, masters, and production managers when required

Ensure production deadlines align with retail launches, exhibitions, and client deliveries

Monitor inter-department communication between design and production teams

Identify workflow inefficiencies and implement corrective systems

4. Marketing & Brand Coordination

Track campaign planning, shoot schedules, and launch timelines

Ensure marketing execution aligns with collection readiness and retail timelines

Oversee coordination between social media, PR, and design teams

Monitor content approvals and brand messaging consistency

Ensure campaigns are delivered as per schedule

5. Accounting & Financial Coordination

Track payment cycles client receivables and vendor payables

Ensure billing accuracy for bespoke and couture orders

Coordinate between accounting and sales for invoice clarity

Monitor production costing sheets and financial summaries when required

Ensure financial documentation related to projects is complete and structured

6. Vendor & External Partner Management

Attend or coordinate vendor meetings when required

Track material procurement timelines and supplier commitments

Ensure vendor deliverables align with production schedules

Maintain structured documentation of vendor agreements and commitments

Resolve delays through proactive coordination

7. Process Creation, SOP Development & System Implementation

Audit existing workflows across departments

Identify inefficiencies and operational gaps

Develop and implement Standard Operating Procedures (SOPs)

Create structured trackers, reporting formats, and accountability systems

Ensure SOP compliance across teams

Conduct periodic reviews to ensure processes are followed

Bring operational discipline while respecting creative flexibility

8. Project Management & Cross-Functional Coordination

Maintain centralized project trackers covering all collections, campaigns, production cycles, and internal initiatives

Conduct structured follow-ups with department heads

Ensure timelines are respected and escalations are addressed

Coordinate approvals and maintain documentation of decisions

Align departments toward unified execution goals

9. Reporting & Strategic Support

Prepare daily, weekly, and monthly progress reports for the Founder

Summarize key performance metrics across departments

Highlight risks, delays, and operational inefficiencies

Support the Founder with structured briefs before major meetings

Maintain confidentiality of sensitive information

10. Operational Efficiency & Business Optimization

Identify areas where automation or structured systems can improve efficiency

Optimize workflow between creative and operational teams

Reduce redundancies and improve turnaround times

Implement structured task delegation models

Build frameworks that allow scalability

Senior-Level Expectations

Operate with independent decision-making capability within defined authority

Handle multiple high-priority projects simultaneously with structured execution

Create, implement, and standardize systems across all cross-functional departments including Sales, Marketing, Production, Design, Accounting, and Operations

Establish inter-department workflows that improve clarity, accountability, and turnaround time

Ensure all teams adhere to implemented systems, SOPs, and reporting structures

Continuously audit and refine operational processes to improve efficiency and scalability

Act as the central operational anchor connecting all departments

Maintain discretion and professional maturity in handling sensitive business matters

Provide operational insights and structural recommendations to leadership for long-term growth

QUALFICATIONS & PREREQUISITIES:

Bachelor's or Master's degree in Business, Fashion Management, or related field

Have Experience in the Couture/ Fashion Industry

Senior: 36+ years of experience in similar roles

Strong skills in Microsoft Excel, Word, and PowerPoint

Experience with task tracking tools and documentation systems

Good communication and organizational skills

Ability to handle confidential information professionally