Executive Secretary to Managing Director

About the role

**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