Executive Secretary

About the Company

MTC Group is an Indian Conglomerate engaged in Metal Recycling, Trading and Manufacturing operations headquartered in Mumbai, India. We are India's Leading Scrap recycling and Metal Trading Company with an experience of over 4 decades. We trade in all types of Metals, including Ferrous, Non Ferrous, Ferro Alloys, Base Metals & Minor Metals. We also manufacture TMT Bars, Structure Steels, Copper Tubes & Aluminium Alloys in India. MTC Group operates across 9 locations with 18 recycling yards and 5 Manufacturing Units in India and has International presence in USA, UK, Africa, Singapore & Dubai. MTC Group is handling around 2 million Metric tons of metals annually.

About the Role

The Executive Secretary will provide high-level administrative, organizational, and personal support to the Director, ensuring smooth management of professional responsibilities and personal commitments. The role requires discretion, exceptional planning skills, and the ability to anticipate and address the Director's needs in a proactive and efficient manner.

Responsibilities

- Calendar & Schedule Management
- Manage the Director's daily, weekly, and monthly calendars.
- Schedule and coordinate internal/external meetings, conferences, and appointments.
- Proactively resolve scheduling conflicts and ensure smooth time management.
- Issue reminders and prepare necessary documents before appointments.

- Travel & Accommodation Arrangements
- Plan and arrange domestic and international travel, including flights, ground transportation, and transfers.
- Organise hotel bookings, visas, travel insurance, and complete travel itineraries.
- Coordinate changes to travel schedules at short notice when required.
- Prepare travel kits with meeting briefs, itineraries, and local contact information.

- Meeting & Event Coordination
- Prepare agendas, presentations, reports, and briefing materials.
- Record and circulate minutes of meetings with follow-up actions.
- Coordinate arrangements for corporate events, business lunches/dinners, and social functions.
- Liaise with relevant departments and external stakeholders for smooth execution.

- Personal Activity Management
- Organize and manage personal commitments of the Director, such as medical appointments, family events, and private engagements.
- Assist in planning and coordinating personal and family travel.
- Handle personal errands, reservations, and special arrangements discreetly.

- Communication & Correspondence
- Draft, proofread, and manage emails, letters, and other communications on behalf of the Director.
- Screen calls, messages, and visitors, ensuring priority matters are addressed promptly.
- Maintain confidentiality of all sensitive business and personal information.

- Administrative Support
- Maintain accurate files, records, and databases for quick access.
- Manage expense reports, reimbursements, and petty cash related to the Director's activities.
- Liaise with vendors and service providers for office and personal requirements.

Qualifications

- Qualification: Graduate degree; Diploma/Certification in Secretarial Practice or Office Administration preferred.
- Work Experience: 5 – 10 years of experience as an Executive Secretary/Personal Assistant to senior leadership.
- Strong proficiency in MS Office (Word, Excel, PowerPoint), Outlook, and scheduling tools.
- Excellent communication skills in English; proficiency in additional languages is an advantage.

Required Skills

- Discretion & Confidentiality – handles sensitive matters with the highest level of trust.
- Organisational Skills – effectively manages multiple priorities.
- Interpersonal Skills – builds rapport with both business and personal contacts.
- Time Management – prioritises tasks and meets deadlines under pressure.
- Proactive Approach – anticipates needs and resolves issues before they arise.

---