Job Description (JD): Executive Secretary to Director
Position: Executive Secretary to Director
Department: Administration / Executive Office
Reports To: Director / Managing Director
Industry: FMCG
Job Summary
The Executive Secretary to the Director provides high-level administrative, secretarial, and coordination support to the Director. The role involves managing schedules, correspondence, meetings, travel arrangements, documentation, and coordination with internal departments, suppliers, customers, and government authorities to ensure smooth business operations.
Key ResponsibilitiesExecutive & Administrative Support
- Manage the Director's calendar, appointments, meetings, and travel schedules.
- Screen phone calls, emails, and visitors on behalf of the Director.
- Draft and prepare letters, reports, presentations, and official correspondence.
- Maintain confidential records, documents, and files.
- Organize and coordinate board meetings, management reviews, and business discussions.
Meeting Coordination
- Prepare meeting agendas and presentation materials.
- Attend meetings and record Minutes of Meeting (MoM).
- Track action items and follow up with department heads for timely completion.
- Coordinate communication between the Director and various departments.
Business Coordination
- Liaise with procurement, production, quality, sales, logistics, and finance teams.
- Coordinate with rice suppliers, traders, exporters, transporters, and government agencies.
- Assist in preparing business reports, production summaries, and management dashboards.
- Monitor key deadlines, compliance submissions, and project activities.
Documentation & Communication
- Prepare presentations, MIS reports, and business correspondence.
- Maintain records of contracts, licenses, certifications, and statutory documents.
- Ensure proper filing and retrieval of important company records.
- Handle confidential business information with discretion.
Required Qualifications
- Bachelor's Degree in Business Administration, Commerce, Management, or related field.
- PG or Secretarial Practice qualification preferred.
- 3–5 years of experience as Executive Secretary, Executive Assistant, or Personal Assistant to senior management.
- Experience in manufacturing, agro-processing, rice mills, food processing, or export industries preferred.
Skills Required
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
- Ability to prepare reports, presentations, and meeting minutes.
- High level of confidentiality and professionalism.
- Strong follow-up and coordination skills.
- Knowledge of office administration and business correspondence
Pay: From ₹25,000.00 per month
Benefits:
Work Location: In person
