Executive Secretary

4 days ago

Mumbai, Maharashtra, India MTC Business Full time US$ 80,000 - US$ 1,20,000 per year

Role & responsibilities

Key Responsibilities:

  1. Calendar & Schedule Management

  2. Manage the Directors daily, weekly, and monthly calendars.

  3. Schedule and coordinate internal/external meetings, conferences, and appointments.
  4. Proactively resolve scheduling conflicts and ensure smooth time management.

  5. Issue reminders and prepare necessary documents before appointments.

  6. Travel & Accommodation Arrangements

  7. Plan and arrange domestic and international travel, including flights, ground transportation,

and transfers.

  • Organize hotel bookings, visas, travel insurance, and complete travel itineraries.
  • Coordinate changes to travel schedules at short notice when required.

  • Prepare travel kits with meeting briefs, itineraries, and local contact information.

  • Meeting & Event Coordination

  • Prepare agendas, presentations, reports, and briefing materials.

  • Record and circulate minutes of meetings with follow-up actions.
  • Coordinate arrangements for corporate events, business lunches/dinners, and social

functions.

  • Liaise with relevant departments and external stakeholders for smooth execution.

  • Personal Activity Management

  • Organize and manage personal commitments of the Director, such as medical appointments,

family events, and private engagements.

  • Assist in planning and coordinating personal and family travel.

  • Handle personal errands, reservations, and special arrangements discreetly.

  • Communication & Correspondence

  • Draft, proofread, and manage emails, letters, and other communications on behalf of the

Director.

  • Screen calls, messages, and visitors, ensuring priority matters are addressed promptly.

  • Maintain confidentiality of all sensitive business and personal information.

  • Administrative Support

  • Maintain accurate files, records, and databases for quick access.

  • Manage expense reports, reimbursements, and petty cash related to the Directors

activities.

Qualifications & Experience

  • Qualification: Graduate degree; Diploma/Certification in Secretarial Practice or Office
  • Administration preferred.
  • Work Experience: 5 10 years of experience as an Executive Secretary/Personal Assistant to senior leadership.
  • Strong proficiency in MS Office (Word, Excel, PowerPoint), Outlook, and scheduling tools.
  • Excellent communication skills in English; proficiency in additional languages is an advantage.

Key Skills & Competencies

  • Discretion & Confidentiality – handles sensitive matters with the highest level of trust.
  • Organizational Skills – effectively manages multiple priorities.
  • Interpersonal Skills – builds rapport with both business and personal contacts.
  • Time Management – prioritizes tasks and meets deadlines under pressure.
  • Proactive Approach – anticipates needs and resolves issues before they arise.

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