Job Description – Executive Secretary to Managing Director
Job Title: Executive Secretary to Managing Director
Department: Managing Director’s Office
Location: Chennai
Company: VGN Projects Estates Pvt. Ltd.
Industry: Residential Real Estate / Construction
Experience Required: 5–10 Years
Job Purpose
To provide high-level executive, administrative, and coordination support to the Managing Director, ensuring effective management of schedules, meetings, correspondence, follow-ups, confidential information, and coordination with internal and external stakeholders. The role requires exceptional organizational ability, discretion, communication skills, and strong follow-through on matters assigned by the Managing Director.
Key Responsibilities
1. Executive & Administrative Support
- Provide comprehensive secretarial and administrative support to the Managing Director.
- Manage the MD’s calendar, appointments, meetings, and daily schedules.
- Prioritize and coordinate meetings based on urgency and business requirements.
- Prepare meeting agendas, presentations, reports, correspondence, and other documents as required.
2. Meeting Coordination & Follow-Up
- Schedule and coordinate Management, Project Review, Departmental, and external meetings.
- Prepare Minutes of Meetings (MoM) and circulate action points to concerned stakeholders.
- Maintain an action tracker and follow up with Department Heads and functional teams for timely closure.
- Provide regular status updates to the MD on pending and completed action items.
3. Correspondence & Communication
- Draft and review emails, letters, presentations, reports, and official communications on behalf of the MD.
- Screen and prioritize incoming calls, emails, requests, and correspondence.
- Coordinate with senior management, employees, consultants, vendors, customers, and external stakeholders.
4. MIS & Management Reporting
- Collect periodic MIS reports and updates from various departments.
- Consolidate information and prepare summaries, dashboards, and presentations for the MD’s review.
- Track key business and project-related action points and ensure timely follow-up.
5. Travel & Logistics Coordination
- Plan and coordinate domestic and international travel arrangements, including tickets, accommodation, local transportation, and itineraries.
- Coordinate site visits, business meetings, conferences, and official engagements.
6. Confidentiality & Records Management
- Handle highly confidential and sensitive business information with utmost discretion.
- Maintain organized records of important documents, correspondence, meeting minutes, approvals, and reports.
- Ensure secure and systematic filing of physical and digital records.
7. Internal & External Coordination
- Act as a key coordination point between the Managing Director and Department Heads.
- Follow up on decisions and instructions issued by the MD and ensure timely execution.
- Coordinate with external consultants, business associates, government authorities, and other stakeholders as required.
8. Special Assignments
- Support the MD in special projects, business initiatives, reviews, and strategic assignments.
- Conduct basic research and compile information required for decision-making.
- Undertake any other responsibilities assigned by the Managing Director.
Qualifications & Skills
- Graduate / Postgraduate in Business Administration, Management, Commerce, or a relevant discipline.
- 5–10 years of experience as Executive Secretary, Executive Assistant, or Personal Assistant to MD / CEO / Chairman / Senior Management.
- Excellent written and verbal communication skills in English.
- Strong drafting, presentation, and documentation skills.
- Advanced proficiency in MS Office, particularly Outlook, Excel, Word, and PowerPoint.
- Excellent calendar management, coordination, and follow-up skills.
- Ability to prepare Minutes of Meetings and monitor action points effectively.
- High level of integrity, confidentiality, and professional maturity.
- Strong analytical, organizational, and multitasking abilities.
Preferred Candidate Profile
- Candidates with experience supporting an MD, CEO, Chairman, or Promoter will be preferred.
- Experience in Real Estate, Construction, Infrastructure, or a corporate environment will be an added advantage.
- Strong ability to coordinate with senior-level stakeholders and Department Heads.
- Proactive, highly organized, detail-oriented, and result-focused.
- Ability to work under pressure and handle multiple priorities.
- Willingness to work beyond regular office hours and travel when business requirements demand.
Key Performance Indicators (KPIs)
- Effective management of the MD’s calendar and priorities.
- Timely preparation and circulation of Minutes of Meetings.
- Closure of action points within agreed timelines.
- Accuracy and quality of reports, presentations, and correspondence.
- Effectiveness of coordination with internal and external stakeholders.
- Maintenance of confidentiality and professional standards.
Pay: ₹50,000.00 - ₹65,000.00 per month
Benefits:
- Cell phone reimbursement
- Health insurance
- Leave encashment
- Life insurance
- Provident Fund
Work Location: In person
