Job Description (JD)
Executive Assistant to Senior General Manager
Industry: Defence & Aerospace
Department: Sales and Marketing
Reporting To: Senior General Manager
Position Summary
The Stenographer to the Senior General Manager will provide high-level secretarial, administrative, and communication support in a fast-paced Defence and Aerospace environment. The role requires excellent shorthand and typing skills, discretion in handling confidential information, coordination with internal and external stakeholders, and efficient management of official correspondence, meetings, and documentation.
Key Responsibilities
Administrative & Secretarial Support
· Provide day-to-day secretarial assistance to the General Manager (GM) – Business Development.
· Take dictation in shorthand and transcribe accurately into formal documents, letters, MOMs, and reports.
· Draft, type, format, and proofread official correspondence, presentations, proposals, and business documents.
· Maintain the Sr GM’s calendar, schedule meetings, appointments, and travel plans.
· Organize and maintain confidential files, records, and correspondence.
· Communication & Coordination
· Act as a liaison between the Sr GM and internal departments, customers, government agencies, defence establishments, and vendors.
· Handle incoming calls, emails, and official communications professionally.
· Coordinate meetings, prepare agendas, and circulate minutes of meetings (MoM).
· Support preparation for customer presentations, exhibitions, defence expos, and business reviews.
Documentation & Reporting
· Maintain records of business development activities, proposals, contracts, and tender-related documentation.
· Assist in preparing reports, MIS, presentations, and data summaries for management review.
· Ensure timely filing and retrieval of sensitive and classified documents as per company protocols.
Confidentiality & Compliance
· Maintain strict confidentiality of strategic business information, defence projects, and management communications.
· Follow company security protocols and document handling procedures applicable to defence/aerospace operations.
Required Qualifications
· Graduate in any discipline.
· Certification/Diploma in Stenography, Secretarial Practice, or Office Administration preferred.
· Proficiency in shorthand (English) and typing speed as per organizational standards.
· Strong command over MS Office (Word, Excel, PowerPoint, Outlook).
Experience
· 3–8 years of experience as a Stenographer/Executive Assistant/Secretary to senior management.
· Experience in Defence, Aerospace, Manufacturing, PSU, or Government-related sectors preferred.
Required Skills & Competencies
· Excellent shorthand and transcription skills.
· Strong written and verbal communication abilities.
· High level of confidentiality and professional ethics.
· Good organizational and multitasking capabilities.
· Ability to work under pressure and manage priorities.
· Attention to detail and accuracy in documentation.
· Professional interpersonal and coordination skills.
Preferred Attributes
· Familiarity with defence procurement processes and official correspondence.
· Experience handling tender/RFP documentation.
· Exposure to ERP/document management systems is an advantage.
· Ability to coordinate with senior officials, defence personnel, and government stakeholders.
Working Conditions
* Office-based role with occasional extended working hours based on business requirements.
* May involve travel coordination and support during exhibitions, customer visits, or defence events.
Pay: ₹350,000.00 - ₹450,000.00 per year
Benefits:
Work Location: In person
