Executive Secretary

Role Overview:

We are seeking a highly organized and proactive Executive Assistant (EA) to the Chairman OR EA to Managing Director who will be responsible for providing comprehensive administrative, coordination, and operational support. The role requires exceptional multitasking skills, attention to detail, and the ability to handle sensitive information with utmost confidentiality.

Key Responsibilities:

1. Calendar & Communication Management

• Plan, schedule, and coordinate appointments, meetings, and events for the Chairman.

• Maintain and update the Chairman’s diary and weekly calendar on a proactive basis.

• Screen, prioritize, and manage incoming calls, emails, and correspondence.

• Draft and edit agendas, minutes, presentations, and official communications.

2. Stakeholder & Client Interaction

• Liaise with HNI and VIP customers, ensuring seamless coordination for critical events, reservations, and special requests.

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

• Provide professional support during business meetings, events, and critical engagements.

3. Travel & Event Management

• Arrange domestic and international travel, including ticketing, hotel reservations, and logistics.

• Coordinate boarding and lodging arrangements for outstation visitors.

• Manage critical outdoor catering, party orders, and VIP reservations.

4. Research & Reporting

• Conduct primary and secondary research as required.

• Develop briefs, reports, and presentations within set timelines.

• Record key discussions and conversations undertaken by the Chairman and prepare actionable plans.

5. Operations & Vendor Coordination

• Coordinate with international and domestic suppliers/vendors (e.g., China, Italy) for quotations, purchase orders, and payments.

• Negotiate with vendors and contractors, comparing quotations and ensuring cost-effective purchases.

• Oversee maintenance, repairs, and upkeep of corporate and outlet infrastructure as per directives.

6. People & Process Management

• Assist with induction and training of select employees working directly/indirectly with the Chairman’s office.

• Track employee work plans and ensure timely completion of allocated tasks.

• Safeguard confidential information and maintain accurate offline and online records.

Special Requirements:

• EA must work 9 hours per day as per the assigned shift.

• No entitlement to National Holidays/Declared Holidays/SL/CL/PL.

• No compensatory off for working on National or Declared Holidays.

• Weekly off: 1 day per week (Monday–Sunday, as decided by management).

• Compensatory off may be availed within 30 days only if working on the weekly off.

• Management reserves the right to amend responsibilities and conditions as required.

Qualifications & Skills:

• Graduate/Postgraduate with proven experience as an EA, Personal Assistant, or similar role.

• Excellent organizational and multitasking abilities.

• Strong communication skills (verbal and written).

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

• Ability to maintain discretion and confidentiality.

• Flexibility to work extended hours and adapt to dynamic requirements.

• It is a Full Time Receptionist job for candidates with 6 months - 4 years of experience.

More about this Executive Secretary job

1. What is the eligibility criteria to apply for this Executive Secretary job?
   Ans: The candidate should be Graduate and above and above with 6 months - 4 years of experience of experience
2. How much salary can I expect for this job role?
   Ans: You can expect a salary of ₹20000 - ₹40000 per month that depends on your interview. It's a Full Time job in Pune.
3. How many working days are there for this Executive Secretary job?
   Ans: This Executive Secretary job will have 6 working days.
4. Are there any charges applicable while applying or joining this Executive Secretary job?
   Ans: No, there is no fee applicable for applying this Executive Secretary job and during the employment with the company, i.e., Proactive Talent Search.
5. Is it a work from home job?
   Ans: No, it’s not a work from home job and can't be done online.
6. How many openings are there for this Executive Secretary role?
   Ans: There is an immediate opening of 2 Executive Secretary at Proactive Talent Search
7. Who can apply for this job?
   Ans: Both Male and Female candidates can apply for this Receptionist job.
8. What are the timings of this Executive Secretary job?
   Ans: This Executive Secretary job has 10:00 AM - 07:00 PM timing.