About the job
Division/Department: HR and Admin
Location: RO, Chandigarh / Gurugram
Job Title: Executive Secretary
Reports to: Managing Director
Type of position: Permanent
We are looking for a competent Executive Secretary to support MD office of our company. You will be the one to organize and maintain the MD’s schedule and assist him by performing a variety of administrative tasks.
Executive secretary must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that MD can focus on their higher responsibilities without worrying for other tasks. The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carry out on timely and efficient manner
Candidate must be a motivated and driven self-starter imbibing a strong work ethic and having an entrepreneurial mind-set. Excellent communication skills, both verbal and written. Proficiency to diligently work in and manage projects in 3 different time zones as per business needs. Great in apple IOS. Network and string inclination towards IT and use of internet and applications. SAP experience preferably.
Willing to work without time limits .Willing to travel with the MD wherever required. Gender no bar. Age limit up to 45. Willing to work in a fast moving environment.
A) Maintain MD’s agenda and assist in planning appointments, board meetings, conferences etc
B) Scheduling and maintaining daily/ future calendar.
C) Attend meetings and keep minutes.
D) Receive and screen phone calls and redirect them to appropriate channel.
E) Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.).
F) Make travel arrangements for MD.
G) Handle confidential documents ensuring they remain secure.
H) Maintain electronic and paper records ensuring information is organized and easily accessible.
I) Conduct research and prepare presentations or reports as assigned.
Work Experience & Skill set required
A) Proven experience as executive secretary or Similar job
B) Proficient in MS Office / MS Teams /electronic calendar/ scheduler / organizing meetings etc.
C) Excellent organizational and time-management skills Familiarity with word processing software for creating and contributing to spreadsheets, drafting and sharing documents and creating engaging and informative presentations.
D) Outstanding communication and negotiation abilities.
E) Integrity and confidentiality.
F) Degree in business administration or relative field.
Qualification & Experience
Minimum Qualifications: Graduation
Minimum Experience: Min -5 years
Relevant/Additional Experience (If Any): Experience as executive secretary or relevant post
Competencies: (Skills, Knowledge and Abilities required to competently perform the job)
Proficient in MS Office / MS Teams /electronic calendar/ scheduler / organizing meetings / apple IOS/ SAP