Secretary / Executive Assistant

 Job Description

## Executive Assistant / Personal Assistant to the Director

*Position:* Executive Assistant / Personal Assistant to the Director

*Department:* Executive Office

*Reporting To:* Managing Director / Director

*Experience:* Minimum 1–3 Years

*Gender:* Female Preferred

*Qualification:* Bachelor's Degree in any discipline

*Employment Type:* Full-Time

*Working Hours:* Monday to Saturday | *9:30 AM – 6:30 PM*

*Location:* [Location]

---

# About the Role

We are looking for a highly organized, proactive, and technology-savvy *Executive Assistant / Personal Assistant* to provide comprehensive administrative, operational, and strategic support to the Director.

This is a key position within the organization where the successful candidate will act as the *Director's right hand*, ensuring smooth day-to-day operations, efficient communication, timely execution of tasks, and effective coordination with internal teams, clients, partners, and stakeholders.

The ideal candidate should be smart, energetic, professional, detail-oriented, and capable of handling multiple responsibilities with complete confidentiality.

---

# Key Responsibilities

### Executive & Administrative Support

* Manage and maintain the Director's daily calendar, appointments, meetings, and travel schedules.

* Plan, organize, and coordinate the Director's day-to-day activities.

* Ensure all meetings are properly scheduled with agendas, reminders, and follow-ups.

* Act as the primary point of coordination between the Director and internal/external stakeholders.

* Prepare daily work schedules and prioritize tasks based on business requirements.

* Maintain confidentiality while handling sensitive business information and executive communications.

---

### Communication & Coordination

* Draft professional emails, letters, proposals, presentations, reports, and official correspondence.

* Handle incoming emails, telephone calls, WhatsApp communications, and business enquiries on behalf of the Director.

* Coordinate with clients, universities, institutions, corporate partners, vendors, government offices, and business associates.

* Follow up with departments to ensure timely completion of assigned tasks.

* Maintain records of pending actions and provide regular reminders to the Director.

---

### Documentation & Office Management

* Prepare reports, presentations, meeting minutes, business proposals, and official documentation.

* Organize and maintain digital and physical filing systems.

* Maintain company records, contracts, confidential documents, and business correspondence.

* Assist in preparing business reports using Microsoft Excel and PowerPoint.

---

### Digital Marketing & Business Support

* Assist in planning and executing digital marketing activities.

* Coordinate email marketing campaigns and customer communication.

* Manage CRM data and customer databases.

* Support social media coordination and online promotional activities.

* Assist in preparing marketing materials, brochures, presentations, and business proposals.

* Coordinate with designers, developers, and marketing agencies whenever required.

---

### AI & Technology Support

* Utilize AI-powered tools such as ChatGPT, Microsoft Copilot, Gemini, Canva AI, and other productivity tools to improve efficiency.

* Generate reports, summaries, presentations, and business documents using AI technologies.

* Conduct online research and prepare market intelligence reports.

* Implement technology-driven solutions to improve office productivity and workflow automation.

---

### Executive Operations

* Track important deadlines and business commitments.

* Prepare meeting agendas and record Minutes of Meetings (MoM).

* Coordinate domestic and international travel arrangements whenever required.

* Manage special projects assigned directly by the Director.

* Perform any additional responsibilities delegated by the Director to support business growth and operational excellence.

---

# Required Qualifications

* Bachelor's Degree in any discipline.

* Minimum *1–3 years* of experience as an Executive Assistant, Personal Assistant, Executive Secretary, Office Coordinator, or similar role.

* Excellent command of *English* and *Hindi* (both written and spoken) is mandatory.

* Knowledge of additional languages (Tamil, Malayalam, Arabic, or any international language) will be considered an added advantage.

---

# Technical Skills

The candidate must have strong working knowledge of:

### Microsoft Office

* Microsoft Word

* Microsoft Excel (Advanced)

* Microsoft PowerPoint

* Microsoft Outlook

### Digital Skills

* Professional Email Management

* Email Campaign Management

* Google Workspace

* Internet Research

* CRM Software

* Calendar Management

### Digital Marketing

* Social Media Management

* Email Marketing

* Basic Graphic Coordination

* Content Coordination

* Canva (Preferred)

### Artificial Intelligence Tools

Experience working with AI tools such as:

* ChatGPT

* Microsoft Copilot

* Google Gemini

* Canva AI

* AI-powered productivity and research tools

The ability to leverage AI for creating reports, presentations, content, research, and workflow automation is highly desirable.

---

# Core Competencies

* Excellent communication and interpersonal skills.

* Strong organizational and multitasking abilities.

* Outstanding time-management and prioritization skills.

* High attention to detail and accuracy.

* Professional appearance and positive attitude.

* Strong analytical and problem-solving skills.

* Ability to work independently with minimal supervision.

* Excellent follow-up and execution skills.

* Ability to work under pressure and meet deadlines.

* High level of integrity and confidentiality.

---

# Preferred Candidate Profile

We are looking for someone who is:

* Highly proactive and self-motivated.

* Quick to learn new technologies and business processes.

* Tech-savvy with strong digital capabilities.

* Organized, disciplined, and dependable.

* Comfortable interacting with senior executives, clients, and international partners.

* Passionate about continuous learning and professional development.

* Able to anticipate the Director's needs and take initiative without constant supervision.

---

# Working Schedule

* *Working Days:* Monday to Saturday

* *Working Hours:* 9:30 AM to 6:30 PM

* Additional hours may be required occasionally based on business priorities or executive schedules.

---

# What We Offer

* Opportunity to work directly with senior leadership.

* Exposure to international business operations and strategic decision-making.

* Professional growth and continuous learning opportunities.

* Hands-on experience with modern business technologies and AI tools.

* Dynamic, collaborative, and professional work environment.

* Career advancement based on performance and commitment.

--- Job Description

## Executive Assistant / Personal Assistant to the Director

*Position:* Executive Assistant / Personal Assistant to the Director

*Department:* Executive Office

*Reporting To:* Managing Director / Director

*Experience:* Minimum 1–3 Years

*Gender:* Female Preferred

*Qualification:* Bachelor's Degree in any discipline

*Employment Type:* Full-Time

*Working Hours:* Monday to Saturday | *9:30 AM – 6:30 PM*

*Location:* [Location]

---

# About the Role

We are looking for a highly organized, proactive, and technology-savvy *Executive Assistant / Personal Assistant* to provide comprehensive administrative, operational, and strategic support to the Director.

This is a key position within the organization where the successful candidate will act as the *Director's right hand*, ensuring smooth day-to-day operations, efficient communication, timely execution of tasks, and effective coordination with internal teams, clients, partners, and stakeholders.

The ideal candidate should be smart, energetic, professional, detail-oriented, and capable of handling multiple responsibilities with complete confidentiality.

---

# Key Responsibilities

### Executive & Administrative Support

* Manage and maintain the Director's daily calendar, appointments, meetings, and travel schedules.

* Plan, organize, and coordinate the Director's day-to-day activities.

* Ensure all meetings are properly scheduled with agendas, reminders, and follow-ups.

* Act as the primary point of coordination between the Director and internal/external stakeholders.

* Prepare daily work schedules and prioritize tasks based on business requirements.

* Maintain confidentiality while handling sensitive business information and executive communications.

---

### Communication & Coordination

* Draft professional emails, letters, proposals, presentations, reports, and official correspondence.

* Handle incoming emails, telephone calls, WhatsApp communications, and business enquiries on behalf of the Director.

* Coordinate with clients, universities, institutions, corporate partners, vendors, government offices, and business associates.

* Follow up with departments to ensure timely completion of assigned tasks.

* Maintain records of pending actions and provide regular reminders to the Director.

---

### Documentation & Office Management

* Prepare reports, presentations, meeting minutes, business proposals, and official documentation.

* Organize and maintain digital and physical filing systems.

* Maintain company records, contracts, confidential documents, and business correspondence.

* Assist in preparing business reports using Microsoft Excel and PowerPoint.

---

### Digital Marketing & Business Support

* Assist in planning and executing digital marketing activities.

* Coordinate email marketing campaigns and customer communication.

* Manage CRM data and customer databases.

* Support social media coordination and online promotional activities.

* Assist in preparing marketing materials, brochures, presentations, and business proposals.

* Coordinate with designers, developers, and marketing agencies whenever required.

---

### AI & Technology Support

* Utilize AI-powered tools such as ChatGPT, Microsoft Copilot, Gemini, Canva AI, and other productivity tools to improve efficiency.

* Generate reports, summaries, presentations, and business documents using AI technologies.

* Conduct online research and prepare market intelligence reports.

* Implement technology-driven solutions to improve office productivity and workflow automation.

---

### Executive Operations

* Track important deadlines and business commitments.

* Prepare meeting agendas and record Minutes of Meetings (MoM).

* Coordinate domestic and international travel arrangements whenever required.

* Manage special projects assigned directly by the Director.

* Perform any additional responsibilities delegated by the Director to support business growth and operational excellence.

---

# Required Qualifications

* Bachelor's Degree in any discipline.

* Minimum *1–3 years* of experience as an Executive Assistant, Personal Assistant, Executive Secretary, Office Coordinator, or similar role.

* Excellent command of *English* and *Hindi* (both written and spoken) is mandatory.

* Knowledge of additional languages (Tamil, Malayalam, Arabic, or any international language) will be considered an added advantage.

---

# Technical Skills

The candidate must have strong working knowledge of:

### Microsoft Office

* Microsoft Word

* Microsoft Excel (Advanced)

* Microsoft PowerPoint

* Microsoft Outlook

### Digital Skills

* Professional Email Management

* Email Campaign Management

* Google Workspace

* Internet Research

* CRM Software

* Calendar Management

### Digital Marketing

* Social Media Management

* Email Marketing

* Basic Graphic Coordination

* Content Coordination

* Canva (Preferred)

### Artificial Intelligence Tools

Experience working with AI tools such as:

* ChatGPT

* Microsoft Copilot

* Google Gemini

* Canva AI

* AI-powered productivity and research tools

The ability to leverage AI for creating reports, presentations, content, research, and workflow automation is highly desirable.

---

# Core Competencies

* Excellent communication and interpersonal skills.

* Strong organizational and multitasking abilities.

* Outstanding time-management and prioritization skills.

* High attention to detail and accuracy.

* Professional appearance and positive attitude.

* Strong analytical and problem-solving skills.

* Ability to work independently with minimal supervision.

* Excellent follow-up and execution skills.

* Ability to work under pressure and meet deadlines.

* High level of integrity and confidentiality.

---

# Preferred Candidate Profile

We are looking for someone who is:

* Highly proactive and self-motivated.

* Quick to learn new technologies and business processes.

* Tech-savvy with strong digital capabilities.

* Organized, disciplined, and dependable.

* Comfortable interacting with senior executives, clients, and international partners.

* Passionate about continuous learning and professional development.

* Able to anticipate the Director's needs and take initiative without constant supervision.

---

# Working Schedule

* *Working Days:* Monday to Saturday

* *Working Hours:* 9:30 AM to 6:30 PM

* Additional hours may be required occasionally based on business priorities or executive schedules.

---

# What We Offer

* Opportunity to work directly with senior leadership.

* Exposure to international business operations and strategic decision-making.

* Professional growth and continuous learning opportunities.

* Hands-on experience with modern business technologies and AI tools.

* Dynamic, collaborative, and professional work environment.

* Career advancement based on performance and commitment.

---

### Ideal Candidate

This role is best suited for a *highly organized, technology-oriented Executive Assistant* who can seamlessly manage executive support, business coordination, digital communications, AI-enabled productivity, and administrative operations. The successful candidate will become an integral part of the Director's office, ensuring that priorities are executed efficiently while enabling the Director to focus on strategic business growth.

### Ideal Candidate

This role is best suited for a *highly organized, technology-oriented Executive Assistant* who can seamlessly manage executive support, business coordination, digital communications, AI-enabled productivity, and administrative operations. The successful candidate will become an integral part of the Director's office, ensuring that priorities are executed efficiently while enabling the Director to focus on strategic business growth.