Receptionist Executive Secretary

We are looking for a Secretary to join our team at Inga Ventures Pvt Ltd to perform a variety of administrative tasks. As a part of this job, you will handle all personal as well as professional accounts and logistics for the chairman The position offers an in-hand salary of ₹60,000 - ₹70,000.

This role demands exceptional organizational skills, discretion, attention to detail, and the ability to coordinate multiple responsibilities while maintaining the highest standards of confidentiality.

Key Responsibilities

Executive & Administrative Support

• Manage the Chairman's calendar, appointments, meetings, and daily schedule.

• Prioritize appointments and ensure effective time management.

• Coordinate meetings, prepare agendas, record minutes when required, and follow up on action items.

• Screen calls, emails, and correspondence, ensuring timely responses and appropriate follow-up.

Travel & Logistics Management

• Plan and coordinate domestic and international travel.

• Arrange flight bookings, hotel accommodations, airport transfers, visas, travel insurance, and local transportation.

• Prepare detailed travel itineraries and ensure all travel-related documentation is complete.

• Coordinate logistics for conferences, meetings, events, and official visits.

Personal & Professional Account Management

• Assist in maintaining the Chairman's personal and professional financial records.

• Coordinate with the accounts team regarding reimbursements, invoices, payments, expense statements, and documentation.

• Monitor due dates for payments, subscriptions, renewals, and other financial commitments.

• Maintain accurate records while ensuring complete confidentiality.

Correspondence & Communication

• Draft, review, and manage professional correspondence, letters, emails, presentations, and reports.

• Liaise with internal departments, consultants, vendors, hospitals, government authorities, and external stakeholders on behalf of the Chairman.

• Ensure prompt communication and timely follow-up on important matters.

Documentation & Record Management

• Maintain confidential files, agreements, legal documents, and important records in both physical and digital formats.

• Organize documents for meetings, presentations, and strategic discussions.

• Ensure systematic filing and easy retrieval of information.

Coordination & Relationship Management

• Act as the primary point of contact between the Chairman and internal as well as external stakeholders.

• Coordinate with various departments to ensure timely completion of assignments and follow-ups.

• Build and maintain professional relationships with key partners and service providers.

Confidentiality & Compliance

• Handle highly confidential information with professionalism, integrity, and discretion.

• Ensure compliance with organizational policies and maintain confidentiality in all official and personal matters entrusted by the Chairman.

General Support

• Assist in organizing official events, board meetings, and special projects.

• Coordinate personal appointments and other administrative requirements as assigned.

• Perform additional responsibilities as delegated by the Chairman to ensure the smooth functioning of executive operations.

Desired Skills & Competencies

• Excellent organizational and multitasking abilities.

• Strong verbal and written communication skills.

• High level of professionalism, integrity, and discretion.

• Ability to work independently and manage competing priorities.

• Proficiency in Microsoft Office, Google Workspace, and digital collaboration tools.

• Strong coordination, problem-solving, and time management skills.

• Flexibility to handle urgent assignments and travel-related requirements.

• Exceptional attention to detail and commitment to accuracy.

Personal Attributes

• Trustworthy and dependable.

• Proactive and resourceful.

• Calm under pressure with excellent decision-making abilities.

• Professional, courteous, and service-oriented.

• Able to maintain complete confidentiality while representing the Chairman with the highest level of professionalism.

  Job Requirements:

The minimum qualification for this role is Graduate and 5 - 6+ years of experience. Other required skills include proficiency in Microsoft Office Suite, multitasking and time-management, with the ability to prioritize tasks. He/She must have a professional attitude and be an expert in written and verbal communication. Age limit is 40+ years.

• It is a Full Time Receptionist job for candidates with 5 - 6+ years Experience.