Secretary

We are seeking a highly professional, proactive, and experienced Executive Secretary to the Managing Director to provide comprehensive executive, administrative, and operational support to the MD.

The ideal candidate must have excellent organisational and communication skills, strong business coordination capabilities, and prior experience supporting senior management, preferably in the logistics, transportation, or supply chain industry.

This role requires a trustworthy professional who can manage the MD's schedule, coordinate with clients and business partners, follow up on critical business activities, maintain confidential information, and ensure the smooth functioning of the executive office.

Key Responsibilities1. Executive Support to the MD

• Manage the MD's calendar, appointments, meetings, and daily schedules.
• Coordinate internal and external meetings, business reviews, and client appointments.
• Prepare meeting agendas, presentations, briefing notes, and minutes of meetings.
• Track decisions, action items, deadlines, and pending approvals.
• Prioritise tasks and ensure timely follow-up on important business matters.
• Handle incoming calls, emails, correspondence, and executive communications.

2. Business & Operational Coordination

• Coordinate with operations, accounts, HR, administration, sales, and logistics teams.
• Follow up on transportation operations, delivery commitments, client requirements, and pending issues as directed by the MD.
• Obtain timely updates and reports from department heads and present consolidated information to the MD.
• Monitor assigned tasks, commitments, and deadlines to ensure completion.
• Assist with business planning, operational reviews, and management reporting.

3. Client, Vendor & Stakeholder Management

• Coordinate with clients, transporters, vendors, suppliers, and business associates.
• Schedule client meetings and maintain professional business correspondence.
• Follow up on quotations, contracts, purchase orders, invoices, and outstanding business matters.
• Maintain strong professional relationships with key stakeholders.
• Handle sensitive communications with discretion and professionalism.

4. Documentation & Reporting

• Prepare letters, emails, reports, presentations, and business documents.
• Maintain organised records of agreements, contracts, meeting notes, and important correspondence.
• Maintain confidential executive files and document management systems.
• Assist in preparing daily, weekly, and monthly management reports.
• Ensure important documents and approvals are available when required.

5. Travel & Administrative Management

• Arrange business travel, accommodation, transportation, and meeting logistics.
• Manage expense statements, reimbursements, and supporting documentation.
• Coordinate office administration and executive-level requirements.
• Ensure smooth scheduling and coordination of business commitments.

6. Confidentiality & Professional Conduct

• Maintain strict confidentiality regarding company finances, client information, business strategies, and management decisions.
• Exercise sound judgement while handling sensitive information.
• Represent the MD's office professionally in all internal and external interactions.
• Work independently, anticipate requirements, and resolve routine coordination issues proactively.

Required Qualifications & Experience

• Bachelor's degree in Business Administration, Commerce, Management, or a related field.
• Minimum 4 years of experience as an Executive Secretary, Executive Assistant, Personal Assistant, or Secretary to a Managing Director/CEO.
• Prior experience in logistics, transportation, supply chain, fleet management, or a related industry is strongly preferred.
• Excellent written and verbal communication skills in English.
• Proficiency in MS Office, particularly Excel, Word, PowerPoint, Outlook, and calendar management tools.
• Strong email drafting, documentation, scheduling, and follow-up skills.
• Ability to prepare professional reports, presentations, and meeting minutes.
• Strong organisational skills, attention to detail, and time management.
• Ability to handle multiple priorities in a fast-paced business environment.

Ideal Candidate Profile

We are looking for a candidate who is:

• Highly organised, disciplined, and dependable.
• Professional in appearance, communication, and conduct.
• Proactive in anticipating the MD's requirements and business priorities.
• Confident in communicating with senior executives, clients, and business partners.
• Strong in follow-ups and ensuring tasks are completed on time.
• Capable of working independently with minimal supervision.
• Trustworthy and discreet when handling confidential matters.
• Flexible to accommodate business meetings and occasional schedule changes.

Compensation & Benefits

• Salary: Competitive, based on experience and demonstrated capabilities.
• Opportunity to work closely with senior leadership.
• Exposure to business operations, strategic planning, and management decision-making.
• Professional growth within the organisation.

Pay: ₹30,000.00 - ₹55,000.00 per month

Benefits:

• Cell phone reimbursement
• Commuter assistance
• Flexible schedule
• Health insurance
• Internet reimbursement
• Leave encashment
• Paid sick time
• Paid time off
• Provident Fund
• Work from home

Work Location: Hybrid remote in Chennai, Tamil Nadu