Executive Secretary

Job description

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