Executive Secretary

Job Title: Executive Secretary to MD

Designation: Executive Secretary

Job Location - Andheri, Mumbai — candidates within close vicinity are preferred.

Overview:

Executive secretary to MD is responsible for organising and managing daily activities like calendar scheduling, arrangements and providing the needed support to MD. This role is also responsible for ensuring alignment and healthy relationships with stakeholders and communicates on behalf of MD.

Primary Responsibilities:

1. To organize and manage daily activities which include scheduling and organizing meetings and conference calls, including arrangement of logistics, meeting space, communication and catering.
2. Calendar management
3. To coordinate and communicate effectively with internal and external parties all heads, provide effective administrative support to ensure smooth operation.
4. To provide support to the MD in the follow up and completion of departmental work plans
5. Participate in review meetings and help prepare minutes and track follow up tasks mainly using MS Teams.
6. Ensuring alignment and healthy relationships with stakeholders and communicates on behalf of the MD
7. Keep track of tasks assigned to team members and follow up activities with other support functions, business units, partners, customers etc.
8. Play a key role in the formatting and presentation of corporate materials and documents.
9. Day to day planning calendar and work planning and organization of the Managing Director's Work.
10. Dealing with the Managing Director's post and correspondence.

Secondary Responsibilities:

1. To ensure complete process reporting and review on time with a summary
2. To conduct research/ analysis as directed by the MD using AI platforms
3. To arrange and manage other supporting activities as assigned by the MD.

Qualifications:

Bachelor's degree in any stream (must), MBA (prefrred)

Key Requirements:

• 15–18 years of experience in a similar role or related domain
• Excellent communication and stakeholder management skills
• Prior experience supporting C-suite executives is mandatory
• Stable career history (candidates with frequent job changes will not be considered)
• Age criteria: 32–40 years (maximum)
• Must be based in or around Andheri, or willing to relocate to Andheri/nearby areas

Soft Skills:

1. Communication
2. Attention to details and Process Oriented
3. Ownership
4. Initiative
5. Collaboration

Technical Skills:

1. MS Office
2. Writing and presenting skills

Abilities:

1. Ability to Handle communications / urgent responses as and when required
2. Ability to work independently and with professional discretion
3. Ability to recognize and appropriately handle highly sensitive and confidential material and information.

Key Relationships: Managing Director's Office