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▷ [05 / 10 / 2025] Secretary

▷ [05 / 10 / 2025] Secretary

EssarIndia
6 hours ago
Job description

Key Responsibilities :

Executive Support :

  • Provide day-to-day administrative support to the senior executive (e.g., CEO, CFO, CIO, etc.), managing schedules, appointments, and meetings.
  • Proactively manage the executives calendar, ensuring optimal time management and avoiding scheduling conflicts.
  • Organize and prepare materials for meetings, presentations, and reports, ensuring that all necessary documentation is available.
  • Handle confidential and sensitive information with the utmost discretion and professionalism.

Communication Management :

  • Serve as the primary point of contact between the senior executive and both internal and external stakeholders.
  • Screen and manage phone calls, emails, and other communications, prioritizing urgent matters.
  • Draft correspondence, including emails, memos, and reports, as required.
  • Handle incoming inquiries and route them to the appropriate person or department, ensuring timely responses.

    • Travel and Logistics Coordination :

  • Arrange complex travel itineraries, including flight bookings, hotel accommodations, transportation, and visas as required.
  • Coordinate travel schedules and ensure all logistics are in place for business trips.
  • Prepare detailed itineraries and ensure smooth execution of travel arrangements.

    • Event Planning and Coordination :

  • Organize internal and external meetings, conferences, and events.
  • Coordinate logistics for large-scale events, such as board meetings, investor meetings, and conferences.
  • Liaise with vendors and suppliers for event materials, catering, and other arrangements.

    • Document and File Management :

  • Organize and maintain electronic and physical files, records, and documents.
  • Ensure all documents are filed in an orderly manner, ensuring quick access when needed.
  • Help prepare presentations, reports, and other documents for internal and external use.

    • Task and Project Management :

  • Assist in managing ad-hoc projects and initiatives by tracking deadlines, tasks, and deliverables.
  • Follow up with relevant team members to ensure tasks are completed on time and within scope.
  • Ensure that key action items are followed through and tracked.

    • Miscellaneous Administrative Tasks :

  • Handle personal errands for the senior executive when required.
  • Assist with personal finance administration or family-related matters as needed.
  • Maintain a high standard of professionalism while interacting with stakeholders at all levels.

    • Qualifications and Experience :

    Educational Qualifications :

  • Master's degree in any discipline (preferred).
  • Additional certification or courses in office administration, business management, or project management will be a plus.

    • Experience :

  • Minimum 5-10 years of experience in an executive assistant or personal assistant role, supporting senior management or C-level executives.
  • Experience in a fast-paced, high-pressure corporate environment is highly desirable.
  • Proven experience in managing complex calendars, travel arrangements, and administrative tasks.

    • Skills :

  • Excellent organizational and time-management skills with the ability to prioritize multiple tasks.
  • Strong written and verbal communication skills.
  • High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
  • Ability to handle confidential information with discretion and professionalism.
  • Excellent interpersonal skills, with a customer-service mindset.
  • Ability to work independently and as part of a team, with a proactive approach to problem-solving.

    • Personal Attributes :

  • Discretion : Able to manage confidential information with sensitivity and professionalism.
  • Proactive : Takes initiative, anticipates needs, and can work independently with minimal direction.
  • Detail-Oriented : Ensures tasks are completed with precision and accuracy.
  • Adaptability : Able to handle changing priorities and manage time effectively in a fast-paced environment.
  • Professionalism : Exhibits a polished and professional demeanor when interacting with executives, clients, and other stakeholders.
  • Resourceful : Ability to resolve problems quickly and efficiently, often under time constraints.
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