Executive Secretary to Managing Director

3 days ago


tamil nadu, India Intellectual Capital HR Consulting Pvt. Ltd. Full time

Job Title: Executive Secretary to Managing Director (MD) - Technical

Reports to: Managing Director (MD)
Experience Required: 5+ years in a similar role
Education: Bachelor’s degree in business administration/engineering or related field

Job Summary:
The Executive Secretary to the MD - Technical will provide high-level administrative and technical support to the Managing Director, ensuring efficient handling of MIS reports, project updates, and key technical follow-ups. This role involves coordinating with various departments, preparing technical reports, and supporting the MD in decision-making and operational execution.

Key Responsibilities:
1. Administrative Support:
• Manage the MD’s daily schedule, meetings, and appointments.
• Organize and prioritize MD’s emails, correspondence, and calls.
• Draft, edit, and review letters, memos, and presentations as required by the MD.
2. MIS Coordination & Follow-up:
• Compile, monitor, and update the Management Information System (MIS) reports for various projects.
• Track key deliverables, project timelines, and provide updates to the MD on progress.
• Ensure timely submission of MIS reports from different departments like engineering, procurement, and finance.
• Analyze data and provide summarized insights to the MD for decision-making.
3. Technical Support:
• Assist the MD in reviewing technical documents, contracts, and project reports.
• Maintain proper documentation for technical discussions and follow-ups.
• Coordinate with the technical team to resolve any project-specific issues that require the MD’s attention.
4. Project Coordination:
• Follow up with department heads and project teams on deliverables, project progress, and any action items assigned by the MD.
• Ensure alignment with the MD’s directives by coordinating across departments.
• Prepare status reports for ongoing projects, focusing on deadlines, milestones, and key project risks.
5. Meetings & Presentations:
• Organize technical meetings, prepare agendas, and record meeting minutes.
• Coordinate presentations and technical discussions with internal and external stakeholders.
• Prepare project presentations, reports, and technical summaries for the MD’s review.
6. Confidentiality & Data Management:
• Handle all confidential and sensitive information with integrity.
• Maintain organized records of critical documents, reports, and contracts for reference.
7. Communication:
• Liaise with internal and external stakeholders on behalf of the MD.
• Act as a point of contact for project managers, department heads, and clients for technical follow-ups and updates.

Skills & Competencies:
• Strong knowledge of MIS reporting and technical data analysis.
• Excellent organizational, multitasking, and time-management skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint).
• Ability to communicate complex technical information concisely.
• Strong attention to detail and accuracy in reporting.
• Excellent verbal and written communication skills.
• Ability to work under pressure and meet tight deadlines.
• Knowledge of project management tools is a plus.

Qualifications:
• Bachelor’s degree in Business Administration, Engineering, or related field.
• 5+ years of experience in an executive support role, preferably with exposure to technical environments.
• Experience in handling MIS reporting, project follow-ups, and technical coordination.



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