Executive Secretary

Key Responsibilities

• Manage the Chairmans calendar, appointments, meetings and daily schedule.
• Coordinate internal and external meetings with senior management, promoters, business partners, clients, consultants and other stakeholders.
• Prepare meeting agendas, briefing notes, presentations, minutes and follow-up action points.
• Handle confidential correspondence, documents and business information with complete discretion.
• Coordinate domestic and international travel arrangements, itineraries, accommodation and logistics.
• Screen and manage calls, emails and correspondence on behalf of the Chairman.
• Follow up with senior executives and functional heads on matters discussed with the Chairman.
• Maintain an effective MIS / action tracker to ensure timely closure of key assignments.
• Coordinate with Finance, HR, Legal, Operations, Sales and other departments as required.
• Assist the Chairman in tracking important business, strategic and operational matters.
• Organise board meetings, leadership meetings, conferences and other important engagements.
• Maintain an organised filing and documentation system for important records.
• Support the Chairman in personal and professional coordination matters, wherever required.

Candidate Profile

• Graduate in any discipline; additional qualifications in Management / Business Administration will be an advantage.
• 8–12 years of experience as an Executive Assistant / Executive Secretary / Secretary to Chairman, Managing Director, Promoter or CXO.
• Prior experience working closely with Promoters / Business Owners / Senior Leadership is preferred.
• Excellent written and verbal communication skills.
• Strong proficiency in MS Office, PowerPoint, Excel, Outlook and calendar management.
• Excellent organisational and multitasking abilities.
• Strong follow-up and coordination skills with the ability to work under pressure.
• High level of confidentiality, maturity, discretion and professional integrity.
• Should be well-presented, articulate and comfortable interacting with senior business stakeholders.
• Ability to work independently and anticipate the Chairman’s requirements.

Key Competencies

Executive Support | Calendar Management | Stakeholder Coordination | Confidentiality | Business Communication | Travel Management | MIS & Follow-up | Meeting Management | Documentation | Senior Management Coordination

Ideal Candidate: A mature and highly dependable executive who can act as a trusted professional support to the Chairman, manage multiple priorities independently, and ensure smooth coordination between the Chairman and key internal and external stakeholders.