Secretary / Executive Assistant

Job Responsibilities

• Support the MD directly as the go-to person for all needs, including daily administration, calendar
• management, travel schedules, project coordination, answering calls, etc.
• Provide administrative support and make administrative decisions on the executive’s behalf
• Conserve MD’s time by reading, researching, and routing correspondence; drafting letters and
• documents; collecting and analysing information; and initiating communications
• Provide personal support to the MD and their family, including managing personal appointments,
• travel arrangements, and reservations
• Travel along with MD or other executives if required for personal or professional support
• Prepare meeting rooms for appointments, coordinates schedules, and greet customers and clients
• prior to meetings.
• Assist in the preparation and follow-up of meetings, including taking minutes, tracking action items,
• and ensuring timely completion of tasks
• Manage and maintain office supplies, equipment, and inventories
• Field and rise to the occasion for various ad hoc requests
• Remind the MD of important tasks and deadlines
• Collate and file expenses and manage databases and filing systems
• Implement and maintain procedures and administrative systems
• Assist with personal errands, such as shopping, gift procurement, and coordinating family events
• Coordinate with household staff, contractors, and service providers to ensure smooth operations of
• personal matters
• Exercise discretion and maintain confidentiality with regards to personal matters and family affairs
• Job Qualifications
• Bachelor’s (preferred) or Diploma Degree required
• 3-5 years of experience as a Personal/Executive Assistant or in an administrative capacity
• Proven ability to manage a flexible schedule
• Strong attention to detail, ensuring accuracy in all tasks and communications
• Proficient in using computer systems, including MS Office and calendar management tools
• Ability to handle sensitive information and maintain confidentiality with a high level of discretion
• Proactive and resourceful, with the ability to anticipate needs and resolve issues independently
• Strong interpersonal skills, with the ability to interact effectively with individuals at all levels,
• including high profile individuals
• Flexibility to work outside regular business hours when required.
• Excellent verbal and written communication skills in English, and Hindi. Kannada is a plus
• Exemplary time management, organisational, prioritization, and planning skills
• Client services experiences a plus