Executive Assistant And Operations Coordinator

Location: Surat (Gujarat), India
Job Type: Full-Time, Onsite
Experience Level: 3-5 Years
Salary range: CTC ₹5 LPA to ₹9 LPA (based on experience and capability) (Full ownership role)

Apply Here:https://forms.clickup.com/5745749/f/5fb2n-102576/ZNM49365S3BB76G5VW


About Us:

GEMGEM is a next-generation luxury C2C marketplace, pioneering the way people buy and sell authentic pre-owned fine jewellery online. Backed by decades of industry experience, we're combining deep domain expertise with cutting-edge tech to build a global platform with trust and transparency at its core.

Role Overview

As the Executive Assistant & Operations Coordinator, you will be responsible for supporting the CEO in daily operations, executive administration, and team coordination. This role requires proactiveness, strong organization, and problem-solving skills to ensure that the Surat office runs smoothly while also assisting in cross-border business operations.

Your goal is to free up the CEOs time by handling administrative, operational, and communication tasks, ensuring that work progresses efficiently.

Key Responsibilities

Executive & Administrative Support

Manage CEOs calendar, schedule meetings, and ensure timely follow-ups.

Handle email correspondence – filter emails, draft responses, and prioritize important matters.

Prepare reports, presentations, and documents for meetings with investors, vendors, and internal teams.

Take meeting notes and track key action points to ensure follow-ups are completed.

Handle travel arrangements – flights, accommodation, and itineraries for CEOs business trips.

Surat Office Operations & Team Coordination

Monitor and improve workflow efficiency in the Surat office.

Ensure team members in Surat follow assigned tasks and meet deadlines.

Oversee office logistics – manage office supplies, ensure smooth day-to-day operations.

Track team attendance and engagement, ensuring accountability.

Assist in hiring and onboarding new employees in Surat – scheduling interviews, preparing documentation, and coordinating onboarding.

Business Operations & Investor Support

Assist in preparing investor reports, pitch decks, and financial summaries.

Track key business metrics and provide regular updates on project progress.

Liaise with vendors and suppliers, ensuring payments, contracts, and deliveries are on track.

Support communication between Surat, Hong Kong, and US teams, ensuring clear and efficient workflow.

Communication & Documentation Management

Act as a central point of communication between different departments and external stakeholders.

Maintain well-organized records of meetings, reports, and operational data.

Ensure all SOPs (Standard Operating Procedures) are properly documented to improve workflow efficiency.

Key Skills & Expectations

Highly Organized – Can manage multiple priorities without missing details.

Strong Communication Skills – Ability to communicate clearly with internal teams, vendors, and external partners.

Tech-Savvy – Comfortable using ClickUp, Trello, Google Workspace, and Excel.

Proactive & Self-Starter – Can anticipate issues, provide solutions, and take initiative.

Attention to Detail – Ensures reports, documents, and processes are executed accurately.

Discretion & Confidentiality – Handles sensitive company information with professionalism.