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Executive Secretary

2 months ago

india Dr. Kurade‘s Full time

The Executive Secretary to the Director will serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the Director. This role requires a highly resourceful individual with strong emotional intelligence, self-motivation, and the ability to manage multiple priorities in a fast-paced environment. The Executive Secretary will handle both corporate and personal requirements for the Director, ensuring seamless communication and organization across all aspects of the Director‘s professional and personal life.

The candidate will be working full-time from offices in Goa, India.

Key Responsibilities:

1. Administrative Support:
- Provide high-level secretarial and administrative support to the Director, including managing complex calendars, scheduling meetings, and coordinating travel arrangements.
- Prepare and manage correspondence, reports, and documents; draft, proofread, and edit communications, ensuring accuracy and consistency.
- Organize and consolidate pre-reads, briefing documents, and materials for meetings and events.

2. Communication Management:
- Act as the primary point of contact between the Director and company departments, employees, and external stakeholders.
- Manage all communication channels, including emails, phone calls, and messages, prioritizing and responding on behalf of the Director when necessary.
- Liaise with senior executives, board members, shareholders, and other stakeholders to ensure timely and effective communication.

3. Calendar and Event Management:
- Coordinate and manage the Director‘s calendar, including scheduling and prioritizing meetings, events, and appointments.
- Plan and execute events, meetings, and conferences, both in-person and virtual, ensuring all logistical aspects are covered.
- Handle the organization and coordination of social events, including preparation and maintenance of guest lists, RSVPs, and coordination with personal staff and household management.

4. Data and Information Management:
- Coordinate with various business heads and departments to gather and analyze data related to business operations, profitability, and other key metrics.
- Maintain and update vital databases, ensuring easy access to critical information and streamlined office functioning.
- Conduct research on competitors, market trends, and potential acquisitions, providing summarized reports to the Director.

5. Personal Assistance:
- Manage personal tasks for the Director, including handling personal correspondence, organizing private travel, and managing household requirements.
- Coordinate with household managers, security personnel, and other personal staff to ensure the Director‘s personal and professional life is well-organized and managed.

6. Project Management:
- Assist in special projects as directed by the Director, including preparing documents, coordinating with external consultants, and tracking progress.
- Monitor the implementation of decisions and tasks assigned by the Director to various departments, providing regular updates on their status.

7. Confidentiality and Discretion:
- Handle all matters with the utmost confidentiality and discretion, ensuring sensitive information is protected and only shared with authorized individuals.
- Serve as a trusted advisor to the Director, providing counsel on both professional and personal matters as needed.

Qualifications and Skills:

- Bachelor‘s degree in Business Administration, Management, or a related field.
- Minimum of 8-10 years of experience in a similar role, supporting C-level executives or senior management.
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
- Excellent written and verbal communication skills in English; proficiency in additional languages such as Hindi, Marathi, and Konkani, is a plus.
- Strong organizational and multitasking abilities, with a keen attention to detail.
- High level of professionalism, with the ability to handle confidential information with discretion.
- Ability to work independently and as part of a team, with a flexible and adaptable approach.

Personal Attributes:

- Strong emotional intelligence and interpersonal skills.
- Ability to anticipate the Director‘s needs and proactively address them.
- High level of integrity and a strong sense of responsibility.
- Ability to work under pressure and manage time effectively in a fast-paced environment.