Job Summary
We are looking for a well-organized, proactive, and professional Secretary to the Managing Director to provide high-level administrative and secretarial support. The candidate will be responsible for managing the MD's schedule, correspondence, meetings, documentation, follow-ups, and coordination with internal teams, clients, vendors, government officials, and other stakeholders.
The ideal candidate should have excellent communication skills, good computer knowledge, strong follow-up abilities, confidentiality, and the ability to manage multiple tasks efficiently.
Key Responsibilities
- Manage the Managing Director's calendar, appointments, meetings, and daily schedule.
- Coordinate and schedule meetings with employees, clients, vendors, government officials, and other stakeholders.
- Prepare and maintain meeting agendas, minutes, reports, presentations, and official documents.
- Handle incoming and outgoing emails, letters, WhatsApp messages, and official correspondence on behalf of the MD.
- Draft professional letters, emails, notices, memos, and other communications.
- Maintain proper records and files of important documents, correspondence, agreements, and reports.
- Take meeting notes and ensure that action points are communicated and followed up with the concerned departments.
- Coordinate with different departments and ensure timely completion of tasks assigned by the MD.
- Maintain a daily task/follow-up tracker for the MD and provide regular status updates.
- Follow up with clients, vendors, contractors, employees, and government departments as required.
- Assist the MD in preparing MIS reports, presentations, business reports, and management summaries.
- Handle confidential information and ensure that sensitive company and management information is kept secure.
- Manage travel arrangements, hotel bookings, transportation, and itineraries for the MD when required.
- Maintain important contact details and professional relationships of clients, officials, vendors, and business associates.
- Assist in preparing documents related to tenders, contracts, meetings, projects, and business activities, wherever required.
- Coordinate official visits, events, conferences, and meetings.
- Screen and prioritize calls, messages, and requests for the MD.
- Ensure timely reminders to the MD regarding important meetings, deadlines, payments, renewals, and commitments.
- Perform any other administrative or coordination responsibilities assigned by the Managing Director.
Required Skills
- Excellent verbal and written communication skills.
- Strong knowledge of MS Office – Word, Excel, PowerPoint, and Outlook/Gmail.
- Good drafting and documentation skills.
- Excellent time management and organizational skills.
- Strong follow-up and coordination abilities.
- Ability to maintain confidentiality and handle sensitive information.
- Professional attitude and good interpersonal skills.
- Ability to multitask and work under pressure.
- Good typing and computer skills.
- Ability to communicate professionally with senior management, government officials, clients, and vendors.
- Strong attention to detail.
Qualification & Experience
- Qualification: Graduate in any discipline; additional qualification in Secretarial Practice, Business Administration, or Management will be an advantage.
- Experience: 2–5 years of experience as a Personal Secretary, Executive Assistant, Secretary to Director/MD, or similar role.
- Experience in handling senior management and coordinating with multiple departments will be preferred.
Preferred Candidate Profile
- Smart, presentable, confident, and professional personality.
- Highly organized and disciplined.
- Trustworthy and capable of maintaining strict confidentiality.
- Proactive rather than waiting for instructions.
- Strong follow-up and problem-solving approach.
- Willingness to work according to the MD's schedule when required.
- Ability to handle urgent and time-sensitive assignments.
Key Performance Indicators (KPIs)
- Effective management of MD's calendar and appointments.
- Timely completion and follow-up of assigned tasks.
- Accuracy of documentation and reports.
- Timely communication with internal and external stakeholders.
- Proper maintenance of confidential records.
- Meeting and deadline management.
- Quality and speed of administrative support provided to the MD.
Pay: ₹25,000.00 - ₹35,000.00 per month
Work Location: In person
