Executive Secretary

Job Description – Executive Secretary to the Managing Director (MD)

Position: Executive Secretary to the Managing Director

Department: Executive Office

Reporting To: Managing Director (MD)

Key Responsibilities

ü Manage the MD's daily calendar, appointments, meetings, and business schedules.

ü Coordinate internal and external meetings, ensuring timely communication with all departments.

ü Prepare meeting agendas, record minutes (MOM), and follow up on action items.

ü Track and follow up on tasks assigned by the MD with various departments.

ü Prepare daily, weekly, and monthly reports for the MD.

ü Collect, analyse, and present sales reports, sales performance, and business updates.

ü Monitor sales targets, pending orders, collections, and provide regular status updates.

ü Coordinate with Sales, Production, Purchase, HR, Finance, and other departments for timely information.

ü Arrange domestic and outstation travel, including flight / train bookings, hotel accommodations, and local transportation.

ü Liaise with hotels, travel agencies, and vendors for accommodation and travel tie-ups.

ü Screen phone calls, emails, and correspondence, ensuring prompt responses where required.

ü Maintain confidential business documents, contracts, and executive records.

ü Prepare presentations, MIS reports, and business summaries for management meetings.

ü Organize customer visits, dealer meetings, vendor meetings, and corporate events as directed by the MD.

ü Ensure timely follow-up on business commitments, project deadlines, and important approvals.

ü Perform any other executive and administrative responsibilities assigned by the Managing Director.

Required Skills

Ø Excellent communication and interpersonal skills.

Ø Strong organizational and time management abilities.

Ø Proficiency in MS Office (Excel, Word, PowerPoint) and email management.

Ø Strong analytical skills for preparing sales reports and MIS.

Ø Ability to maintain confidentiality and work under pressure.

Ø Excellent follow-up and coordination skills.

Ø Professional attitude with high attention to detail.

Ø High level of integrity and confidentiality.

Ø Knowledge of ERP systems and garment manufacturing processes will be an added advantage.

Ø 5–10 years of experience as an Executive Secretary, Executive Assistant, or Executive Coordinator.

Preferred Qualification

ü Bachelor's Degree or MBA in Business Administration or related field.

ü 3–8 years of experience as an Executive Secretary, Executive Assistant, or Personal Assistant to senior management.

ü Experience in a manufacturing or corporate environment is preferred.

Executive Secretary – Keywords

• Executive Secretary

• Executive Assistant

• Personal Assistant to MD / Director

• Administrative Support

• Calendar Management

• Meeting Coordination

• Appointment Scheduling

• Travel Management

• Travel & Hotel Booking

• Email Management

• Correspondence Handling

• MIS Reports

• Documentation

• File Management

• Confidential Information Handling

• Minutes of Meeting (MOM)

• Follow-up & Coordination

• Internal & External Communication

• Vendor Coordination

• Client Coordination

• Office Administration

• Management Support

• Task Tracking

• Presentation Preparation

• MS Office

• MS Excel

• MS Word

• PowerPoint

• Communication Skills

• Time Management

• Multitasking

• Organizational Skills

• Follow-up Skills

• Confidentiality

• Decision Support

• Professional Communication

• Senior Management Coordination

• Manufacturing Industry Experience

• Garment / Apparel Industry Experience

• It is a Full Time Recruiter / HR / Admin job for candidates with 6+ years of experience.