Executive Secretary

Note for applicant:
We will let you know the name of the company during the application process so do go ahead with your application. Your cv will not be sent anywhere without discussing the name of the company with you.
About the Opportunity: HR Interface Executive Search has been mandated to hire for our client, a leading organization in the home furnishings industry, known for its innovation and excellence. They are currently seeking a seasoned professional for the role of Executive Secretary to the Managing Director (MD) at their Head Office in Andheri (e) Mumbai (Solitaire Business Park).
Company: Renowned Home Furnishings Leader
Designation: Executive Secretary to the Managing Director
Experience: Minimum 8+ years relevant experience as Executive Secretary to a CEO/MD/CXO/etc
Company strength: 3,800+ employees
Office location: Andheri (e), Mumbai (onsite 5 day work week Mon-Fri)
CTC on Offer: 12 to 16 LPA, based on relevant experience, interview performance, and last drawn compensation.
Work Days: Alternate Saturdays working, alternate weeks 5 days working.
Candidate Location: Mumbai candidates only will be preferred for this role.
About the Company: Our client is a globally renowned manufacturer of home fabrics, specializing in curtains and upholstery. Since its inception, the company's turnover has seen a remarkable increase from USD 8 million in 1999 to USD 250 million in recent years. They are expecting a total revenue of over $300 million (including exports revenue) this year (of which they export 65% of their production volumes to key brands across the globe.) They export their premium fabrics to 65 countries worldwide. The client operates 4 state-of-the-art manufacturing plants located near Mumbai, with a production capacity exceeding 100,000 meters of fabric per day. This innovation reaches more than 1,000 homes daily. The supply chain can deliver over 200,000 SKUs, chosen from a diverse range of products, including furnishing fabric, embroidered fabric, yarn, ready-mades, velvets, and wallpapers. As a proud employer, the client boasts a dedicated workforce of over 3,800 employees. Having established excellence in the international market, they are now focused on expanding within the Indian market. Values & Vision: Our client’s belief in the continuous pursuit of excellence in performance, quality, and innovation has led to a transformative approach towards their change into one of the leaders in this industry. This passion drives them to bring their customers, the highest quality fabrics in the home furnishings market. Their products are crafted by top-tier in-house and international designers and are utilized by leading designers and furniture-makers across Europe and the USA. The client serves some of the largest and most prominent global brands. They hold copyright ownership over more than 10,000 designs and participate in the five biggest international trade fairs annually.
Role summary: Our client is seeking an exceptionally talented and motivated Executive Secretary to the MD to join their diversified, high-growth, rapidly scaling, profitable company. This role is pivotal in ensuring seamless coordination, communication, and execution of strategic initiatives across various departments within the organization other than managing the MD's day to day routine & calendar management. The ideal candidate should possess a strong analytical mindset, a flair for strategic thinking, ability to smartly collaborate with different company teams, and a long-term vision for effectively managing the CEO's office. A congenial personality, exceptional communication skills - both written and spoken, & an ambitious growth mindset are essential to excel in this role.
Key Responsibilities:
- Manage the MD's office efficiently, including calendar management and coordinating complex executive meetings.
- Would be responsible for calendar management, requiring interaction with both internal and external customers and for coordinating a variety of complex executive meetings routinely.
- Answer phones and direct incoming calls promptly and efficiently.
- Communicate and handle all incoming and outgoing electronic communications on behalf of the MD.
- Review and summarize miscellaneous reports and documents; prepare background documents and draft outgoing mail as necessary.
- Prioritize and manage multiple projects simultaneously, ensuring timely follow-through on issues.
- Update the travel schedule and hotel reservations for the MD and family as needed, informed by the Travel Team.
- Ensure confidential and sensitive information is securely handled and stored appropriately, without unauthorized access.
- Coordinate various meetings from the MD's office and oversee day-to-day activities.
- Follow up and coordinate with various departments of the Head Office and out of Mumbai manufacturing plants for updates on actions taken (Finance, yarn purchase, and imports, etc).
- Manage records and execute additional tasks assigned daily by the MD and his family.
- Carry out requested online purchases from time to time as and when required by the MD and his family.
- Maintain a contact database for the MD.
- Coordinate and follow-up on all tasks assigned by top management within allotted deadlines.
- Schedule and coordinate meetings, conferences, conference calls, internal sessions, special events, etc.
- Manage correspondence and communication as per instructions, maintaining confidentiality at all levels.
- Conduct research for areas assigned by the MD.
- Organize and coordinate events and conferences.
- Organize and maintain the office filing system.
- Screen and pay invoices received for payment after approval from the MD.
Desired Candidate Profile:
- Graduate (with first class in grads & good academics throughout) with 8+ years of relevant experience, preferably holding a diploma in Secretarial Practice. The candidate should currently be a Mumbai resident.
- Proficiency in computer applications.
- Ability to multitask and manage the above-mentioned responsibilities effectively.
- Prior work experience in managing similar tasks.
- Expert working knowledge of the Internet as well as for R & D/Productivity needs/Problem solving / Bookings, etc as needed.
- Strong analytical skills.
- Excellent interpersonal and communication skills.
To apply, please send us your updated CV mentioning the below details (so we can process your candidature; applications without these details will not be accepted):
Email to:
Email Subject: Executive Secretary to MD, Home Furnishings Leader, Mumbai location
In the email body, please mention:
- Name:
- Mobile:
- Email:
- LinkedIn profile link:
- Current company:
- Designation:
- Annual Fixed CTC:
- Annual Variable CTC:
- Total Annual CTC:
- Expected Total Annual CTC:
- Notice period (e.g., 30 days):
- How soon can you join if selected:
- Total years of work experience:
- Years of experience specifically in secretarial roles:
- Age (as of date of application):
- Are there any areas in the JD above that you do not have experience in:
- Location of current residence (Pls mention specific location too if in Mumbai):
- Are you comfortable working from Andheri (east) in Mumbai?:
- Please attach your CV
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