Executive Secretary

Role & responsibilities

The Executive Secretary will provide high-level administrative and strategic support to the Senior Management, ensuring seamless coordination of executive activities, confidential communications and leadership initiatives. This role demands exceptional organizational skills, discretion and the ability to manage multiple priorities in a dynamic environment.

Key Responsibilities

• Calendar Management: Efficiently manage and coordinate the CHROs calendar, scheduling meetings, appointments, and travel arrangements to ensure optimal time management and preparedness.
• Communication Liaison: Serve as the primary point of contact between the CHRO and internal/external stakeholders, handling correspondence, screening communications, and maintaining professional relationships.
• Document Preparation: Draft, review, and organize various documents and reports ensuring accuracy, clarity and adherence to company standards.
• Office Coordination: Oversee office logistics, including supplies management, facility coordination, and administrative support to maintain a productive and organized work environment.
• Confidentiality Maintenance: Handle sensitive information with discretion, maintaining strict confidentiality in all communications and operations.
• Meeting & Event Coordination: Coordinate and Organize meetings, town halls and executive offsites, including agenda planning, logistics, and documentation.
• Follow-Up & Execution: Monitor action items from meetings and ensure timely follow-up and execution across all stakeholders.

Core Competencies

• Discretion & Integrity: Trusted to handle confidential information with care and professionalism.
• Organization & Attention to Detail: Skilled in managing complex schedules, documents, and logistics.
• Relationship Management: Builds rapport across all levels of the organization and with external partners.
• Adaptability: Thrives in a fast-paced, dynamic environment with shifting priorities.

Qualifications

• Bachelors degree in Business Administration, Human Resources, or related field
• 5+ years of experience supporting senior executives, preferably in HR or corporate functions.
• Proven ability to manage multiple priorities with a high degree of professionalism and confidentiality.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite and collaboration tools (e.g., Teams, SharePoint).
• Candidates currently based in Mumbai are preferred.