Executive Secretary To Managing Director

Role & responsibilities

Calendar & Time Management

• Manage and optimize the MDs calendar, appointments, meetings, and travel schedules
• Prioritize conflicting requests and ensure efficient time utilization
• Coordinate domestic and international travel arrangements including itineraries, bookings, and logistics
• Ensure dedicated focus time for strategic work and business priorities

Travel Management – Domestic & International

• Manage end-to-end domestic and international travel arrangements for the MD across USA, Europe, Middle East, and other destinations.
• Coordinate flights, hotels, visas, transfers, itineraries, and other travel logistics.
• Handle travel changes, cancellations, and last-minute requirements efficiently.
• Coordinate with travel agencies, airlines, hotels, and other service providers.

Communication & Correspondence

• Act as the primary point of contact for the MD’s office
• Screen calls, emails, and visitors with professionalism and discretion
• Draft, proofread, and manage emails, presentations, reports, and official correspondence
• Take accurate minutes during Board/Management meetings and track action items till closure

Operations & Executive Support

• Organize meetings, prepare agendas, and compile briefing documents
• Coordinate follow-ups across departments to ensure timely execution of decisions
• Handle confidential documents, contracts, and sensitive business information securely
• Manage expense reports, reimbursements, and office-related coordination for the MD
• Support special projects, corporate events, leadership initiatives, and CSR activities

Stakeholder Management

• Coordinate with Board Members, senior leadership, government officials, clients, and external stakeholders
• Build strong internal coordination across departments for smooth information flow
• Anticipate issues proactively and escalate important matters appropriately
• Maintain professionalism and confidentiality in all interactions

Preferred candidate profile

• Advanced proficiency in MS Office / Google Workspace
• Strong PowerPoint presentation and Excel skills
• Excellent written and verbal communication in English & Hindi
• Meeting coordination, documentation, and calendar management expertise
• Experience handling confidential executive-level communication
• High level of discretion and integrity
• Calm and composed under pressure
• Attention to detail and follow-through
• Strong organizational and multitasking skills
• Proactive and solution-oriented mindset