Secretary

1 day ago

Konkan Division, India Arcot Group Full time

Role Overview We are looking for a dynamic and highly organised Secretary to provide comprehensive support to the CEO. This role requires outstanding time management, communication skills, and the ability to handle complex, multi-stakeholder coordination. The Secretary will manage executive calendars, correspondence, travel, and internal operations while ensuring seamless communication and workflow efficiency across departments. The candidate must demonstrate discretion, reliability, and a strong sense of ownership in executing sensitive and business-critical tasks. Key Responsibilities (KRAs)📅 Calendar & Schedule Management • Own and optimise the CEO’s calendar • Coordinate across teams and stakeholders to schedule internal and external meetings • Prevent scheduling conflicts and ensure adequate prep time between commitments ✉ Communication & Correspondence • Draft, proofread, and dispatch professional emails, letters, memos, and reports on behalf of the CEO • Review incoming messages, prioritise urgent matters, and ensure prompt response • Uphold professional tone in all written and verbal communications 🌍 Meeting & Travel Coordination • Arrange detailed domestic and international travel itineraries, bookings, and logistics • Prepare agendas, briefing documents, and post-meeting summaries • Anticipate and resolve last-minute changes or travel contingencies 📊 Document Preparation & Reporting • Create and format presentations, reports, board packs, and briefing materials • Compile accurate data from relevant teams and ensure error-free documentation • Ensure all documents are delivered ahead of deadlines and in a professional format 🤝 Stakeholder Liaison & Follow-Up • Serve as the primary point of contact for internal departments and external partners • Monitor pending tasks, track action items, and send timely reminders to stakeholders 🔐 Confidentiality & Record-Keeping • Manage sensitive business information and maintain discretion in all communications • Maintain well-organised filing systems—both physical and digital—with secure access controls 🚀 Project Support & Process Improvement • Support the CEO in the execution of strategic initiatives by coordinating cross-functional teams • Track key project milestones and recommend productivity or automation tools • Identify and implement workflow enhancements to improve turnaround time and reduce manual effort 🥂 Event & Relationship Management • Plan and coordinate small-scale events, off-sites, leadership briefings, or partner meetings • Handle logistics, guest communication, hospitality, and event follow-up to ensure a seamless experience Required Skills & Competencies • Proven experience supporting C-level executives in a fast-paced environment • Excellent verbal and written communication skills • High proficiency in MS Office Suite, Google Workspace, and calendar/travel tools • Meticulous attention to detail with strong documentation and formatting skills • Ability to manage multiple priorities and tasks under tight deadlines • Strong interpersonal and stakeholder management skills • Experience in process automation, using tools such as Notion, Trello, Zapier, or similar is a plus • High level of discretion, integrity, and professionalism Educational Qualification • Bachelor's degree in Business Administration, Communications, English, or a related field • Executive Assistant certification or formal project management exposure is an added advantage

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