Executive Secretary

**Summary**:
The Executive Secretary serves as an indispensable asset to the C-Suite, providing high-level administrative and secretarial support to the Managing Director and other senior executives. This role demands exceptional organizational prowess, impeccable communication skills, and unwavering attention to detail. The Executive Secretary acts as a gatekeeper, confidante, and problem-solver, ensuring the smooth and efficient operation of the executive office.

**Key Responsibilities**:

- **Calendar Management and Appointment Scheduling**: Meticulously manage the Managing Director's calendar, coordinating internal and external meetings, appointments, and events. Proactively anticipate scheduling conflicts and propose solutions.
- **Meeting Facilitation**: Prepare and distribute comprehensive meeting agendas, ensuring all necessary materials are available. Accurately record and transcribe meeting minutes, distributing them promptly to relevant parties.
- **Document Preparation and Management**: Draft, edit, and proofread a wide range of documents, including correspondence, reports, presentations, and confidential materials. Maintain organized and easily accessible electronic and physical filing systems.
- **Travel and Logistics Coordination**: Arrange complex domestic and international travel itineraries, including flights, accommodations, ground transportation, and visa requirements. Anticipate and address potential travel disruptions.
- **Administrative Support**: Provide comprehensive administrative support to the Managing Director and other senior executives, including expense report preparation, event planning, and special project assistance.
- **Confidentiality and Discretion**: Maintain the utmost confidentiality and discretion in handling sensitive information and privileged communications.

**Qualifications and Skills**:

- **Education**: A Bachelor's degree in business administration, communications, or a related field preferred.
- **Experience**: 5+ years of experience as an Executive Secretary or in a similar high-level administrative role supporting C-Suite executives.
- **Organizational Skills**: Exceptional organizational and time management skills, with the ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
- **Communication Skills**: Impeccable written and verbal communication skills, with the ability to interact professionally and effectively with individuals at all levels of the organization and external stakeholders.
- **Interpersonal Skills**: Strong interpersonal skills, demonstrating diplomacy, tact, and cultural sensitivity.
- **Problem-Solving Skills**: Proven ability to anticipate challenges, identify solutions, and exercise sound judgment in resolving issues independently.
- **Professionalism**: Unwavering commitment to professionalism, maintaining a polished demeanor and positive attitude even under pressure.

**Additional Considerations**:

- **Foreign Language Skills**: Fluency in a second language may be advantageous for companies with international operations.
- **Project Management Skills**: Experience with project coordination and management can be beneficial for supporting special initiatives.
- **Event Planning Experience**: Familiarity with event planning and logistics can enhance the ability to support executive events and conferences.

**Success in this Role**:
The successful Executive Secretary will be a highly organized, proactive, and resourceful individual who anticipates the needs of the executive team and consistently delivers exceptional support. They will be a trusted partner to the Managing Director and senior executives, contributing to the overall success of the organization through their unwavering dedication, professionalism, and exceptional administrative skills.

**Job Types**: Full-time, Permanent

Pay: From ₹40,000.00 per month

**Benefits**:

- Health insurance
- Paid sick time
- Provident Fund

Schedule:

- Day shift
- Monday to Friday
- Morning shift

Supplemental Pay:

- Performance bonus
- Yearly bonus

**Experience**:

- Executive Secretary: 5 years (required)
- Calendar management: 5 years (required)
- Travel planning: 5 years (required)
- C-Suite executives: 3 years (preferred)

Work Location: In person