Opening for Executive Secretary in Educational institution for Santacruz location

Job Description:

Position Title: Executive Secretary

Location: Kalina, Santa Cruz East, Mumbai

Reports to: The CEO for Pre- K & CEO K-12

Work Timings: 9:00am -6:00PM 

Working Day: Monday to Friday 

Job Duration: Regular on Third Party payroll

We are looking for a proactive and well organized Secretary with 3–5 years of experience to support the Leadership team. The role primarily involves calendar management, travel coordination, and executive administrative support.

Role and responsibilities:

Calendar & Schedule Management

• Calendar & Schedule Management Manage and maintain complex calendars for both CEOs.
• Schedule internal and external meetings, appointments, and events.
• Coordinate with internal teams and external stakeholders to align schedules.
• Send meeting invites, reminders, and prepare daily agenda briefs.
• Anticipate scheduling conflicts and proactively resolve them.

Travel & Logistics Coordination

• Plan and coordinate domestic and international travel arrangements.
• Book air/rail tickets, accommodation, and local transportation.
• Prepare detailed travel itineraries and briefing notes.
• Manage travel documentation and ensure compliance with travel policies.
• Coordinate visa applications and related documentation when required.

Administrative Support

• Handle correspondence, emails, and phone communication professionally.
• Draft routine communications, letters, and meeting notes.
• Maintain organized records, documents, and files.
• Prepare expense reports and coordinate reimbursements.
• Support in organizing leadership meetings and events.

Stakeholder Coordination

• Act as a liaison between the CEOs and internal/external stakeholders.
• Ensure timely follow-ups on action items.
• Maintain confidentiality in handling sensitive information.

Experience and Qualification

• Bachelor’s degree in any discipline
• 3–5 years of experience as a Secretary / Executive Assistant / Administrative Assistant supporting senior leadership.

Skills and Competencies:

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• High level of professionalism and discretion.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail
• Ability to work in a fast-paced environment.
• Problem-solving mindset with proactive approach.