Executive Secretary or Executive Assistant to the Managing Director for Kolkata

Job Description:

Job Summary:

The Executive Secretary to the MD provides high-level administrative support, managing the MD’s schedule, coordinating meetings, and handling confidential information. This role requires a proactive and organized individual who can anticipate the needs of the MD, ensure effective communication, and maintain a high level of professionalism.

Key Responsibilities:

1. Administrative Support:
• Manage the MD’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and proofread correspondence, reports, and presentations.
• Maintain filing systems and ensure all documents are organized and accessible.
2. Communication Management:
• Serve as the primary point of contact between the MD and internal/external stakeholders.
• Handle incoming calls, emails, and other communications, ensuring timely and appropriate responses.
• Draft and send communication on behalf of the MD as required.
3. Meeting Coordination:
• Organize and coordinate meetings, including arranging venues, preparing agendas, and taking minutes.
• Ensure follow-up actions from meetings are completed in a timely manner.
4. Travel Coordination:
• Arrange travel itineraries, including booking flights, accommodations, and ground transportation.
• Prepare travel expense reports and ensure compliance with company policies.
5. Confidentiality:
• Handle sensitive and confidential information with discretion and integrity.
• Maintain confidentiality regarding company strategies, financials, and personnel matters.
6. Project Assistance:
• Assist with special projects and initiatives as directed by the MD.
• Conduct research and gather information to support decision-making processes.
7. Office Management:
• Oversee office supplies and equipment, ensuring availability and functionality.
• Coordinate with other administrative staff and departments as needed.

Qualifications:

• Education: Bachelor’s degree
• Experience: Proven experience as an executive secretary or similar administrative role, ideally supporting senior executives.
• Skills:
• Exceptional organizational and time-management skills.
• Very Strong written and verbal communication abilities.
• Ability to manage multiple priorities and work effectively under pressure.
• High level of discretion and confidentiality.

Exp.- minimum 3 yrs. with same KRA

note: candidates share from Corporate division only