Executive Secretary

Job description

This role provides crucial administrative, organisational, and logistical support to one of the company's Directors, ensuring the Director's schedule is managed efficiently and they are fully prepared for all professional engagements.

Key Responsibilities

1. Executive Administrative Support

• Calendar Management: Proactively manage the Director's complex calendar, including scheduling meetings, conferences, and appointments, and resolving scheduling conflicts.

• Travel Arrangements: Organise and coordinate all aspects of domestic and international travel, including flights, accommodation, visa applications, and create detailed itineraries.

• Meeting Logistics: Prepare for and set up internal and external meetings (Board Meetings, strategy sessions, client meetings), including booking venues, arranging necessary equipment, and ordering refreshments.

1. Communication and Coordination

• Gatekeeping and Correspondence: Act as the primary point of contact and gatekeeper between the Director and internal/external stakeholders (senior management, clients, regulators, investors).

• Drafting and Editing: Compose, proofread, and edit professional correspondence, reports, presentations, and other documents on behalf of the Director, ensuring accuracy and professionalism.

• Information Flow: Manage and prioritize incoming communications (emails, phone calls, physical mail), summarizing key information and delegating tasks as necessary.

1. Documentation and Compliance

• Record Keeping: Organize and maintain the Director's office files, documents, and records (both physical and digital) with strict confidentiality.

• Report Preparation: Assist in the preparation of key business reports, board papers, and presentations by gathering, compiling, and analyzing information from various departments.

• Expense Management: Process and track the Director's expense reports and manage the associated budget.

1. Project and Task Management

• Follow-Up: Track and follow up on tasks and projects assigned by the Director to various departments, ensuring deadlines are met and providing status updates.

• Research: Conduct ad-hoc research on industry trends, competitors, or specific business matters to assist the Director in decision-making.

Required Skills and Competencies

• Exceptional Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and maintain meticulous attention to detail in a fast-paced environment.

• Confidentiality and Discretion: Absolute commitment to handling sensitive and confidential company and personal information with utmost discretion and integrity.

• Strong Communication: Excellent verbal and written communication skills in English (and possibly regional languages relevant to Muthoot Fincorp's operations).

• Technical Proficiency: Advanced knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint) and professional scheduling/communication tools.

• Proactive and Resourceful: Ability to anticipate the Director's needs, solve problems independently, and take initiative.

Qualifications

• Education: A Bachelor's degree is typically required. A postgraduate degree or a specialization in Administration, Business Management, or Company Secretarial Practice would be highly advantageous.

• Experience: Several years of proven experience (usually 3+ years) in a similar Executive Assistant, Personal Assistant, or Secretary role, preferably supporting a Director