Executive Secretary

Job Description

We are seeking a highly organized and efficient Executive Secretary to join our team in Pune, India. As an Executive Secretary, you will play a crucial role in supporting senior management and ensuring smooth office operations. This position requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously.
• Manage and maintain executive calendars, schedule meetings, and coordinate travel arrangements
• Handle all correspondence, including emails, letters, and phone calls, with professionalism and discretion
• Prepare and edit various documents, reports, and presentations for senior management
• Organize and coordinate meetings, conferences, and other events
• Take, transcribe, and distribute meeting minutes accurately and promptly
• Manage filing systems and maintain organized records, both digital and physical
• Liaise with internal departments and external contacts on behalf of executives
• Handle confidential information with utmost discretion and maintain a high level of confidentiality
• Assist in the preparation of reports, presentations, and other materials for board meetings and executive briefings
• Manage office supplies and equipment, ensuring everything is well-stocked and functioning properly
• Provide administrative support to other departments as needed
• Implement and maintain efficient office systems and procedures
• Assist with special projects and additional tasks as assigned by senior management

Qualifications
• Bachelor's degree in Business Administration, Office Management, or a related field preferred
• Minimum of 2-3 years of experience as an executive secretary or in a similar role
• At least 1 year of experience supporting senior management
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint
• Excellent verbal and written communication skills in English
• Strong organizational and time management skills with the ability to multitask and prioritize effectively
• Exceptional attention to detail and accuracy in all tasks
• Ability to maintain a high level of confidentiality and discretion
• Excellent interpersonal skills with the ability to interact professionally with all levels of management and external contacts
• Proficiency in scheduling and calendar management
• Strong problem-solving skills and ability to work independently
• Experience in event planning and coordination is a plus
• Knowledge of office management principles and practices
• Ability to adapt to changing priorities and work well under pressure
• Familiarity with office equipment and technologies Read more