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3 weeks ago

Kollam KL IN Memory Stones Full time

Position Overview The Executive Secretary to the General Manager provides high-level administrative coordination and strategic support to the GM s Office This role ensures efficient management of the GM s schedule communications documentation and follow-ups enabling smooth functioning of the company s leadership activities and business operations Key Responsibilities1 Executive Administrative Support Manage and maintain the GM s calendar appointments meetings and travel arrangements Prepare draft and proofread official correspondence memos reports presentations and emails on behalf of the GM Maintain confidentiality of sensitive business HR and operational information 2 Communication Coordination Act as a single point of contact between the GM and internal departments clients vendors and external stakeholders Screen calls emails and requests respond or delegate them appropriately Coordinate and track follow-ups of assigned tasks to ensure timely completion 3 Meetings Documentation Organize leadership meetings review meetings and client interactions Prepare meeting agendas take minutes document proceedings and circulate action points with follow-up tracking Maintain proper filing and documentation digital physical for GM s Office 4 Operational Managerial Support Assist the GM in monitoring and coordinating activities related to HR Admin Projects Procurement Marketing and Finance as instructed Support in project documentation client proposals quotations contracts and business presentations Conduct initial research gather information data and prepare project or business briefs when required 5 Office Business Support Handle travel event conference and meeting logistics for the GM s Office Maintain office discipline decorum and professional communication standards as an extension of the GM s Office Maintain accurate contact lists business records company policies and standard formats Skills CompetenciesTechnical Skills Proficient in MS Office Word Excel PowerPoint and email communication Strong drafting documentation and presentation skills Excellent command over English Malayalam Hindi added advantage Behavioral Competencies High level of integrity confidentiality and professionalism Strong organizational multitasking and time-management skills Smart proactive disciplined and resourceful with attention to detail Good interpersonal and stakeholder management skills Qualification Experience Bachelor s Degree Business Administration Commerce English Literature or related discipline preferred 3-7 years of experience as Executive Assistant Secretary Administrative Support role ideally supporting senior management Experience in contracting construction landscaping or design industry preferred not mandatory Working Conditions Full-time role with 6-day working schedule May require attending urgent calls messages outside working hours based on operational needs Local travel for meetings site visits or coordination when required Key Performance Indicators KPIs Efficiency of GM s schedule and task management Quality and timeliness of documentation communication and follow-ups Professionalism and accuracy in data and information handling Improvement in organizational coordination and workflow across departments Job Types Full-time Permanent Pay 25 000 00 - 30 000 00 per month Benefits Cell phone reimbursement Work Location In person

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