Executve Secretary

Position Overview

The Executive Secretary to the General Manager provides high-level administrative, coordination, and strategic support to the GM's Office. This role ensures efficient management of the GM's schedule, communications, documentation, and follow-ups, enabling smooth functioning of the company's leadership activities and business operations.

Key Responsibilities1. Executive Administrative Support

• Manage and maintain the GM's calendar, appointments, meetings, and travel arrangements.
• Prepare, draft, and proofread official correspondence, memos, reports, presentations, and emails on behalf of the GM.
• Maintain confidentiality of sensitive business, HR, and operational information.

2. Communication & Coordination

• Act as a single point of contact between the GM and internal departments, clients, vendors, and external stakeholders.
• Screen calls, emails, and requests; respond or delegate them appropriately.
• Coordinate and track follow-ups of assigned tasks to ensure timely completion.

3. Meetings & Documentation

• Organize leadership meetings, review meetings, and client interactions.
• Prepare meeting agendas, take minutes, document proceedings, and circulate action points with follow-up tracking.
• Maintain proper filing and documentation (digital & physical) for GM's Office.

4. Operational & Managerial Support

• Assist the GM in monitoring and coordinating activities related to HR, Admin, Projects, Procurement, Marketing, and Finance, as instructed.
• Support in project documentation, client proposals, quotations, contracts, and business presentations.
• Conduct initial research, gather information/data, and prepare project or business briefs when required.

5. Office & Business Support

• Handle travel, event, conference, and meeting logistics for the GM's Office.
• Maintain office discipline, decorum, and professional communication standards as an extension of the GM's Office.
• Maintain accurate contact lists, business records, company policies, and standard formats.

Skills & CompetenciesTechnical Skills

• Proficient in MS Office (Word, Excel, PowerPoint) and email communication.
• Strong drafting, documentation, and presentation skills.
• Excellent command over English (Malayalam/Hindi added advantage).

Behavioral Competencies

• High level of integrity, confidentiality, and professionalism.
• Strong organizational, multitasking, and time-management skills.
• Smart, proactive, disciplined, and resourceful with attention to detail.
• Good interpersonal and stakeholder management skills.

Qualification & Experience

• Bachelor's Degree (Business Administration, Commerce, English Literature, or related discipline preferred).
• 3–7 years of experience as Executive Assistant/Secretary/Administrative Support role, ideally supporting senior management.
• Experience in contracting, construction, landscaping, or design industry preferred (not mandatory).

Working Conditions

• Full-time role with 6-day working schedule.
• May require attending urgent calls/messages outside working hours based on operational needs.
• Local travel for meetings, site visits, or coordination when required.

Key Performance Indicators (KPIs)

• Efficiency of GM's schedule and task management.
• Quality and timeliness of documentation, communication, and follow-ups.
• Professionalism and accuracy in data and information handling.
• Improvement in organizational coordination and workflow across departments.

Job Types: Full-time, Permanent

Pay: ₹25, ₹30,000.00 per month

Benefits:

• Cell phone reimbursement

Work Location: In person