Secretary to the Managing Director (MD)
Department: Managing Director's Office
Location: Chennai
Reporting To: Managing Director
Job Summary
The Secretary to the Managing Director will provide comprehensive executive and administrative support to the Managing Director by managing schedules, coordinating meetings, handling confidential communications, preparing reports, and ensuring smooth day-to-day operations of the MD's office. The role requires exceptional organizational skills, confidentiality, and the ability to coordinate effectively with editorial, publishing, finance, HR, marketing, and external stakeholders.
Key Responsibilities
- Manage the Managing Director's daily calendar, appointments, meetings, and travel arrangements.
- Screen phone calls, emails, and correspondence, ensuring timely responses and follow-ups.
- Coordinate meetings with internal departments, business partners, authors, advertisers, vendors, and government officials.
- Prepare agendas, presentations, meeting minutes (MOM), and follow up on action items.
- Draft and review official letters, emails, notices, and business correspondence.
- Maintain confidential records, contracts, agreements, and important company documents.
- Coordinate with Editorial, Printing, Marketing, Circulation, HR, Finance, and Legal departments on behalf of the MD.
- Monitor pending tasks and ensure timely completion through regular follow-ups.
- Organize board meetings, management review meetings, and special events.
- Handle domestic travel bookings, accommodation, and itinerary planning for the MD.
- Maintain digital and physical filing systems.
- Assist the MD in preparing reports, presentations, and business proposals.
- Handle visitors and VIP guests with professionalism.
- Perform other assignments entrusted by the Managing Director from time to time.
Qualification
- Bachelor's Degree in Business Administration, Commerce, English, Journalism, or any relevant discipline.
- MBA or Secretarial qualification is an added advantage.
Experience
- 5–10 years of experience as an Executive Secretary, Executive Assistant, Personal Assistant, or Secretary to Senior Management.
- Experience in the Media, Publishing, Printing, Advertising, or Corporate sector is preferred.
Required Skills
- Excellent written and verbal communication in English and Tamil.
- Knowledge of Hindi is an added advantage.
- Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- Excellent drafting and documentation skills.
- Strong organizational and time management abilities.
- Ability to maintain strict confidentiality and professionalism.
- Excellent coordination and interpersonal skills.
- Ability to work under pressure and meet deadlines.
- Strong follow-up and multitasking skills.
- High level of integrity, discretion, and attention to detail.
Key Competencies
- Executive Support
- Calendar & Travel Management
- Meeting Coordination
- Business Communication
- Documentation Management
- Confidentiality & Integrity
- Relationship Management
- Problem Solving
- Decision Support
- Professional Etiquette
Preferred Candidate Profile
- Well-groomed and professional in appearance.
- Proactive, resourceful, and self-motivated.
- Able to interact confidently with senior executives, authors, celebrities, advertisers, and government officials.
- Willing to work beyond regular office hours when required.
Employment Type
Location
Pay: ₹30,000.00 - ₹45,000.00 per month
Benefits:
Work Location: In person
