Position Summary
The Executive Secretary to the Managing Director is responsible for providing high-level executive, administrative, and secretarial support to the Managing Director. The role serves as the primary point of coordination between the MD and internal as well as external stakeholders, ensuring effective communication, efficient schedule management, timely follow-up of business priorities, and maintenance of confidential records.
The position requires exceptional organizational skills, professionalism, discretion, business communication capabilities, and the ability to handle multiple priorities in a fast-paced environment.
Key Responsibilities
Executive Office Management
- Manage and maintain the Managing Director's calendar, appointments, meetings, and business schedules.
- Coordinate daily activities, priorities, and commitments of the Managing Director.
- Screen and prioritize incoming emails, correspondence, and visitors.
- Ensure effective time management and scheduling of executive meetings.
- Organize and maintain the MD's office records, files, and confidential documents.
Meeting Management
- Schedule internal and external meetings on behalf of the Managing Director.
- Prepare meeting agendas, supporting documents, presentations, and briefing materials.
- Attend meetings as required and prepare Minutes of Meeting (MOM).
- Track action items and follow up with department heads on completion status.
- Maintain records of management decisions and follow-up actions.
Communication & Coordination
- Act as a liaison between the Managing Director and department heads
- Coordinate communication with clients, consultants, suppliers, and business associates.
- Draft professional correspondence, letters, emails, notices, and reports on behalf of the Managing Director.
- Ensure timely dissemination of management instructions and communications.
Follow-up & Business Coordination
- Follow up with department heads on projects, reports, deadlines, and management directives.
- Track progress of strategic initiatives and provide status updates to the Managing Director.
- Coordinate collection of departmental reports and management information.
- Escalate delays, risks, or pending issues requiring management attention.
Travel & Event Coordination
- Coordinate business meetings, client visits, leadership reviews, and corporate events.
- Ensure all travel and meeting arrangements are completed efficiently.
Documentation & Reporting
- Maintain confidential records, contracts, agreements, presentations, and business documents.
- Prepare weekly, monthly, and quarterly executive reports.
- Develop and maintain trackers for action items, strategic projects, and management reviews.
- Support preparation of Board Meeting presentations and business review reports.
Confidentiality & Compliance
- Maintain strict confidentiality regarding company information, business strategies, financial data, and management discussions.
- Ensure secure handling and storage of sensitive documents and communications.
- Exercise discretion and professionalism in all interactions.
Educational Qualification
- Bachelor's Degree in Business Administration, Commerce, Management, English, or related discipline.
- Secretarial Practice, Executive Assistant, or Office Management certification will be an added advantage.
Experience
- 5–10 years of experience as Executive Secretary, Executive Assistant, Personal Assistant, or similar role supporting senior executives.
- Experience supporting Managing Directors, CEOs, Chairpersons, or senior leadership teams preferred.
- Experience in manufacturing, engineering, construction, infrastructure, or project-based organizations is desirable.
Work Location: In person