Executive Secretary

We are seeking a highly organized, professional, and proactive Executive Secretary to provide comprehensive administrative, secretarial, coordination, and executive support to senior management.

The ideal candidate will be responsible for managing schedules, correspondence, meetings, documents, follow-ups, and confidential information while ensuring smooth and efficient functioning of the executive office.

The position requires excellent communication skills, discretion, attention to detail, time-management abilities, and the capacity to handle multiple priorities in a professional environment.

Key Responsibilities

1. Executive & Calendar Management

• Manage the executive's calendar, appointments, meetings, and commitments.
• Provide timely reminders and ensure preparedness for meetings and appointments.

2. Correspondence & Communication

• Draft, format, proofread, and maintain professional emails, letters, notices, and other correspondence.
• Handle telephone calls and communications professionally.
• Coordinate with clients, advocates, consultants, business associates, government offices, and other stakeholders.
• Maintain appropriate follow-up on important communications and commitments.

3. Documentation & Record Management

• Prepare and maintain confidential files, reports, presentations, minutes, and executive documents.
• Maintain systematic physical and electronic filing systems.
• Retrieve documents and information promptly when required.
• Ensure confidentiality and security of sensitive information.

4. Meeting & Follow-up Support

• Track pending matters and follow up with concerned persons.
• Ensure that important deadlines and commitments are monitored.

5. Administrative Coordination

• Coordinate with internal departments and external service providers.
• Assist senior management with administrative and operational matters.
• Maintain office records, databases, contact lists, and schedules.
• Assist with preparation of reports and management information.

6. Legal/Professional Office Support

• Assist in maintaining client-related records and professional correspondence.
• Assist with document preparation, compilation, indexing, and filing.
• Maintain confidentiality regarding client matters and professional information.
• Additional certification/diploma in Secretarial Practice or Executive Administration will be an advantage.
• Experience 3–7 years of experience as an Executive Secretary, Personal Assistant, Executive Assistant, Secretary, or similar position.
• Experience supporting senior executives, partners, advocates, professionals, or business owners will be preferred.
• Experience in a law firm, professional services firm, corporate office, or consultancy will be an advantage.
• Required Skills Excellent written and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail.
• Ability to prioritize and manage multiple assignments.
• Professional telephone and email etiquette.
• Good knowledge of MS Word, Excel, PowerPoint, Outlook/Gmail, Google Workspace, and document-management systems.
• Ability to prepare professional reports, presentations, and correspondence.
• Strong follow-up and coordination skills.
• Ability to maintain strict confidentiality.
• Professional appearance and interpersonal skills.

Preferred Attributes The ideal candidate should be:

• Highly organized and dependable
• Proactive rather than purely reactive
• Discreet and trustworthy
• Mature and professional in dealing with senior stakeholders
• Calm under pressure
• Detail-oriented
• Comfortable handling confidential and sensitive matters
• Capable of working independently with minimum supervision
• Strong in follow-up and execution

Key Performance Indicators (KPIs) Performance will be evaluated based on:

• Effective calendar and appointment management
• Timely completion of assigned tasks
• Accuracy and quality of documentation
• Responsiveness and communication
• Follow-up and closure of pending matters
• Confidentiality and professional conduct
• Organization of records and documents
• Overall effectiveness of executive-office support

Compensation Salary: ₹ 28000 to 35000 per month, depending on qualifications and relevant experience.

Additional benefits may include performance incentives, leave benefits, and other benefits as per company policy.