WE ARE HIRING Executive Secretary to the Director
Company: Vortexen Dynamics India Private Limited
Location: Kochi, Kerala
Work Mode: Full-time, office-based
Vortexen is seeking a highly organised, trustworthy, and proactive Executive Secretary to provide direct administrative and coordination support to the Director and Chairman.
Key Responsibilities
- Manage the Director’s calendar, meetings, appointments, and daily priorities.
- Coordinate with Vortexen and Plus UAE teams in India, the UAE, Saudi Arabia, and other locations.
- Prepare professional emails, letters, reports, presentations, meeting agendas, and minutes.
- Follow up with department heads and employees regarding assigned tasks, deadlines, and management decisions.
- Organise business documents, agreements, licences, company records, and confidential files.
- Coordinate virtual and physical meetings with clients, suppliers, government-related entities, and business partners.
- Assist with travel arrangements, hotel bookings, itineraries, and meeting schedules.
- Maintain a daily task tracker and provide clear status updates to the Director.
- Screen calls, emails, meeting requests, and external communications.
- Support recruitment coordination, management reporting, document collection, and internal communication.
- Ensure that confidential company and management information is handled securely.
- Work according to UAE business timings whenever required.
Candidate Requirements
- Bachelor’s degree in Business Administration, Commerce, Management, English, or a related field.
- Minimum 2 years of experience as an Executive Secretary, Personal Assistant, Management Assistant, or Office Coordinator.
- Excellent written and spoken English.
- Malayalam communication skills are required.
- Strong knowledge of Microsoft Office, Google Workspace, email communication, spreadsheets, and presentations.
- Ability to draft professional business correspondence independently.
- Strong follow-up, documentation, multitasking, and time-management skills.
- High level of confidentiality, integrity, maturity, and professional behaviour.
- Comfortable communicating with senior management, employees, clients, and international business partners.
- Must be available to work from the Kochi office.
Preferred Skills
- Experience supporting a Director, Chairman, CEO, or senior management.
- Experience in engineering, construction, energy, business consultancy, or international companies.
- Knowledge of CRM, Zoho, task-management, and document-management systems.
- Ability to understand management instructions quickly and convert them into actionable tasks.
Employment Details
- Position: Executive Secretary to the Director
- Job Type: Full-time
- Location: Kochi, Kerala
- Salary: Based on experience and capability
- Joining: Immediate or within a short notice period
How to Apply
Send your updated CV with the following details:
- Current location
- Current and expected salary
- Notice period
- Relevant secretarial or executive-assistance experience
Email: [email protected]
Website: vortexen.com
Email Subject: Application – Executive Secretary to the Director – Kochi
Work Location: In person
