Secretary / Executive Assistant

Executive Secretary & Brand RepresentativeCompany: Acadence Pinnacle

Location: Sector 142, Noida, Uttar Pradesh

Salary: ₹25,000 – ₹40,000 per month

Work Mode: Hybrid for the first 3 months (office visit approximately 1–2 times per week)

About the RoleAcadence Pinnacle is looking for a confident, well-spoken, organized, and professional Executive Secretary & Brand Representative to work closely with the Founder/Management.

This is a multifunctional role combining executive assistance, client relationship management, lead follow-ups, team coordination, business development support, and brand representation.

The selected candidate will act as an important communication bridge between the Founder, clients, internal teams, researchers, business associates, and prospective clients.

The ideal candidate should be comfortable communicating with people, handling multiple responsibilities, following up on tasks, coordinating teams, and representing the company professionally on camera and in public-facing activities.

• Key Responsibilities1. Executive & Management SupportAssist the Founder/Management in day-to-day business activities.
• Manage calendars, meetings, appointments, schedules, reminders, and follow-ups.
• Coordinate online and offline meetings with clients, employees, consultants, and business associates.
• Prepare meeting agendas, notes, and minutes when required.
• Follow up on pending tasks, deadlines, decisions, and commitments.
• Handle confidential company and business information professionally.
• 2. Client Communication & Relationship ManagementHandle client enquiries through calls, WhatsApp, email, Instagram, Facebook, LinkedIn, and other channels.
• Understand client requirements related to PhD, research papers, review papers, thesis, synopsis, publication support, and related academic services.
• Coordinate client requirements with the relevant internal team.
• Schedule consultations and meetings.
• Follow up with clients regarding requirements, documents, approvals, payments, and deliverables.
• Maintain professional relationships with existing clients and support repeat business and referrals.
• 3. Lead Management & Follow-upsMaintain and update the company's lead database.
• Track leads from initial enquiry through conversion or closure.
• Conduct regular follow-ups with prospective clients.
• Maintain accurate lead statuses and ensure no important follow-up is missed.
• Coordinate with telecalling/business development teams regarding important and high-value leads.
• Prepare daily and weekly lead/conversion reports.
• 4. Research Project CoordinationCoordinate between clients, researchers, writers, editors, and management.
• Collect topics, guidelines, documents, data, and other project requirements.
• Maintain project-wise records and deadlines.
• Monitor the progress of research papers, review papers, synopsis, thesis, and other academic projects.
• Follow up with team members regarding project timelines.
• Escalate delays, client concerns, and project-related issues to management.
• 5. Team CoordinationCoordinate with employees, researchers, writers, social media executives, telecallers, freelancers, and other team members.
• Communicate management instructions and follow up on assigned tasks.
• Collect daily/weekly work updates.
• Maintain basic task trackers and schedules.
• Assist management with interviews, onboarding, training, and meetings.
• 6. Brand Representation & On-Camera WorkRepresent Acadence Pinnacle as an official Brand Representative.
• Appear in promotional videos, reels, advertisements, webinars, and other marketing content.
• Record professional videos explaining company services and offerings.
• Present educational and informative content related to research, PhD, academic publishing, and related topics.
• Participate in Instagram, Facebook, LinkedIn, and other digital marketing campaigns.
• Participate in photoshoots, promotional campaigns, webinars, seminars, interviews, and events when required.
• Work with the Social Media/Content team on video concepts, scripts, and shoots.
• Maintain a confident, professional, and brand-appropriate presence.
• 7. Social Media & Content CoordinationCoordinate with the Social Media Executive regarding content requirements.
• Assist in planning reels, promotional videos, educational content, and campaigns.
• Suggest content ideas based on client questions and market requirements.
• Ensure important announcements and promotional campaigns are communicated to the social media team on time.
• Help maintain a consistent professional image of Acadence Pinnacle across digital platforms.
• 8. Business Development SupportAssist management in identifying potential business opportunities.
• Support proposals, quotations, presentations, and service packages.
• Coordinate with prospective institutional, academic, and professional clients.
• Assist with partnership and collaboration discussions.
• Conduct basic market and competitor research when required.
• Follow up with potential business partners and high-value prospects.
• 9. Meetings, Webinars & EventsSchedule and coordinate client and internal meetings.
• Manage Google Meet/Zoom arrangements and reminders.
• Assist in organizing webinars, seminars, workshops, interviews, and promotional events.
• Coordinate speakers, participants, and internal team members.
• Represent Acadence Pinnacle during selected events and online sessions.
• 10. Reporting & DocumentationMaintain organized digital records of clients, leads, projects, quotations, invoices, agreements, and other documents.
• Maintain client and project trackers.
• Assist with quotations, proposals, reports, and presentations.
• Prepare regular reports covering leads, follow-ups, conversions, project status, pending payments, team tasks, and promotional activities.
• Ensure important information is properly documented and accessible to management.

What We Are Looking ForThe ideal candidate should have:

• Excellent verbal communication skills.
• Good command of English and Hindi.
• Confidence while speaking with clients and team members.
• A professional and presentable personality.
• Comfort with appearing on camera and recording videos.
• Strong organizational and coordination skills.
• Good follow-up and time-management abilities.
• Ability to multitask and prioritize responsibilities.
• Professional WhatsApp, email, and telephone communication skills.
• Basic knowledge of social media and digital communication.
• Proactive attitude and willingness to take ownership.
• Ability to work independently as well as with a team.
• Ability to maintain confidentiality.
• Willingness to learn and grow with the organization.

Who Will Be a Good Fit?This role is suitable for someone who enjoys communication, coordination, client interaction, business operations, and public-facing work.

Candidates who are only looking for a traditional back-office/secretarial role may not be the right fit.

We are looking for someone who can take initiative, communicate confidently, follow up without constant supervision, solve day-to-day coordination issues, and represent the company professionally.

Selection ProcessThe selection process will have two rounds:

Round 1 – Online Screening

• Communication and confidence
• Professional presence
• Client-handling ability
• Camera presence
• Spontaneous communication
• Overall suitability for the role

Round 2 – Offline Interview

• Business and strategic thinking
• Problem-solving
• Lead conversion and client-retention strategies
• Business growth ideas
• Team/project coordination
• Prioritization and decision-making
• Brand-building and social media ideas

Candidates shortlisted after the first round will be invited for the offline interview.

Compensation & Work ArrangementSalary: ₹25,000 – ₹40,000 per month

The final compensation will depend on the candidate's experience, communication skills, overall suitability, and performance during the selection process.

Location: Sector 142, Noida

Initial Work Mode: Hybrid for the first 3 months, with approximately 1–2 office visits per week, depending on business requirements, meetings, training, and coordination needs.

The work arrangement may be reviewed after the initial period based on performance and organizational requirements.

If you are confident, organized, articulate, proactive, comfortable on camera, and interested in working closely with management while contributing to business growth, we would be happy to hear from you.

Apply to join Acadence Pinnacle.