Post: Executive Secretary to the Director
Job Summary:
The Executive Secretary to the Director will provide high-level administrative and secretarial support to the Director by managing schedules, coordinating meetings, handling confidential correspondence, organizing travel, maintaining records, and ensuring the smooth execution of day-to-day executive operations. The role requires exceptional organizational skills, discretion, professionalism, and the ability to work in a fast-paced environment.
Key ResponsibilitiesExecutive & Administrative Support
- Manage the Director's calendar, appointments, meetings, and daily schedule.
- Prioritize and coordinate meetings, ensuring efficient time management.
- Screen and manage phone calls, emails, and other communications.
- Draft, proofread, and prepare professional correspondence, reports, presentations, and meeting documents.
- Maintain confidential files, records, and documentation with the highest level of discretion.
- Organize and maintain both physical and digital filing systems.
Meeting Coordination
- Schedule internal and external meetings.
- Prepare meeting agendas, presentations, and supporting documents.
- Record minutes of meetings (MOM) and circulate action points.
- Track follow-up actions and ensure timely completion.
Travel & Logistics
- Arrange domestic and international travel, including flights, hotel bookings, visas, transportation, and itineraries.
- Prepare travel schedules and ensure all travel-related documentation is complete.
Communication & Coordination
- Act as the primary point of contact between the Director and internal/external stakeholders.
- Coordinate with departments to gather reports, updates, and required information.
- Follow up on pending tasks assigned by the Director.
- Maintain professional relationships with clients, vendors, consultants, and government officials.
Documentation & Reporting
- Prepare reports, MIS, presentations, and business documents.
- Assist in preparing Board Meeting documents, presentations, and management reports.
- Maintain records of agreements, contracts, and important company documents.
Office Administration
- Handle confidential information with integrity.
- Assist in organizing company events, executive meetings, and conferences.
- Monitor office supplies and executive office requirements.
- Perform additional duties assigned by the Director.
Required Qualifications
- Bachelor's Degree in Business Administration, Commerce, English, Management, or a related discipline.
- MBA or Secretarial qualification will be an added advantage.
Experience
- 3 to 12 years of experience as an Executive Secretary, Executive Assistant, Personal Assistant, or similar role supporting senior management or directors.
Required Skills
- Excellent verbal and written communication skills in English.
- Strong organizational and multitasking abilities.
- Excellent time management and prioritization skills.
- High level of confidentiality and professional ethics.
- Strong interpersonal and coordination skills.
- Ability to work under pressure and meet deadlines.
- Excellent drafting and documentation skills.
- Attention to detail and problem-solving ability.
Technical Skills
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience with Google Workspace.
- Knowledge of virtual meeting platforms (Microsoft Teams, Zoom, Google Meet).
- Ability to prepare professional presentations and reports.
- Familiarity with document management systems is preferred.
Key Competencies
- Professionalism
- Integrity & Confidentiality
- Executive Presence
- Planning & Organizing
- Communication Skills
- Decision Support
- Initiative & Ownership
- Adaptability
- Attention to Detail
- Relationship Management
Preferred Attributes
- Pleasant personality with a professional appearance.
- Strong follow-up and coordination skills.
- Ability to anticipate the Director's requirements.
- Flexible to work beyond regular office hours when required.
- Willingness to travel occasionally, if required.
Working Relationships
Internal: Director, Department Heads, HR, Finance, Projects, Administration, Accounts, Business Development.
External: Clients, Government Officials, Consultants, Vendors, Auditors, Business Associates, and other stakeholders.
KPIs (Key Performance Indicators)
- Effective management of the Director's calendar and appointments.
- Timely completion of assigned follow-ups and action items.
- Accuracy and quality of documentation and correspondence.
- Timely coordination of meetings and travel arrangements.
- Confidential handling of sensitive information.
- Responsiveness to executive requests and stakeholder communications.
Pay: ₹50,000.00 - ₹100,000.00 per month
Benefits:
- Provident Fund
Work Location: In person
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