Jr. Secretary To CFO & Managing Director

Role Overview Key Responsibilities Executive Coordination Calendar Management

• Manage and maintain the calendars, appointments, meetings, and travel schedules of the CFO and MD.
• Coordinate internal and external meetings, leadership reviews, investor meetings, board discussions, and business appointments.
• Prioritize and schedule meetings based on business urgency and stakeholder availability.
• Ensure timely reminders, meeting preparedness, and agenda circulation.

Communication Correspondence

• Draft, review, and manage professional emails, letters, presentations, MOMs, and executive communication.
• Handle confidential correspondence and sensitive business information with high discretion.
• Act as a coordination point between leadership, internal departments, investors, consultants, auditors, and external stakeholders.

Travel Logistics Management

• Arrange domestic and international travel bookings, hotel accommodations, visas, transport, and itineraries.
• Manage travel-related documentation and expense coordination.
• Ensure smooth logistics for leadership visits, conferences, and business events.

Meeting Management Documentation

• Prepare meeting agendas, presentations, reports, and discussion notes.
• Record Minutes of Meetings (MOMs) and track action items for closure.
• Coordinate board meetings, leadership reviews, and strategic discussions.

Office Administrative Support

• Maintain executive records, files, confidential documents, and approvals systematically.
• Support document management, invoice coordination, vendor communication, and administrative tasks.
• Coordinate with HR, Finance, Legal, and Administration teams for executive requirements.

Stakeholder Management

• Professionally engage with senior leadership, investors, clients, banks, consultants, and government authorities where required.
• Ensure timely follow-ups and closure of pending matters across teams.

Desired Candidate Profile Educational Qualification

• Graduate in any discipline.
• Additional certification in Executive Assistance, Administration, or Secretarial Practice will be preferred.

Experience

• 5-12 years of experience as an Executive Assistant / Secretary to CXO level executives.
• Experience supporting CFO, CEO, MD, or senior leadership in corporate organizations is preferred.
• Experience in infrastructure, renewable energy, EPC, finance, or corporate environments will be an added advantage.

Required Skills

• Excellent verbal and written communication skills.
• Strong proficiency in MS Office (Excel, PowerPoint, Word, Outlook).
• Strong organizational and multitasking abilities.
• High level of professionalism and confidentiality.
• Strong follow-up and coordination skills.
• Ability to work under pressure and manage tight timelines.
• Good interpersonal and stakeholder management skills.

Key Competencies

• Confidentiality Integrity
• Time Management
• Executive Presence
• Coordination Planning
• Attention to Detail
• Problem Solving
• Professional Communication

Preferred Attributes

• Mature and professional personality.
• Ability to handle sensitive business matters independently.
• Strong ownership mindset and responsiveness.
• Flexible to support extended working hours whenever required.