Executive Secretary

Position Title Executive Secretary to Director Reporting T oDirecto rLocatio nHO, Kolkat a Job Purpo seTo provide high-level administrative, secretarial, and executive support to the Director by managing schedules, coordinating communications, handling confidential information, organizing meetings, and ensuring smooth day-to-day operations of the Director's offic e. Key Responsibilit iesExecutive Supp ortManage and maintain the Director's calendar, appointments, meetings, and travel schedul es.Screen and prioritize incoming calls, emails, and corresponden ce.Draft, prepare, and review letters, reports, presentations, and other business documen ts.Act as the primary point of contact between the Director and internal/external stakeholde rs.Follow up on action items and ensure timely completion of assigned tas ks.Meeting Coordinat ionOrganize and coordinate meetings, conferences, board meetings, and business revie ws.Prepare meeting agendas, presentations, and meeting materia ls.Record minutes of meetings and circulate action points to concerned stakeholde rs.Track pending tasks and ensure closure within deadlin es.Travel & Event Managem entArrange domestic and international travel, including flights, accommodations, and transportati on.Prepare travel itineraries and expense repor ts.Coordinate business events, leadership meetings, and corporate functions as requir ed.Administrative Managem entMaintain confidential records, files, and documentati on.Manage office correspondence and document control syste ms.Handle reimbursement claims, bills, and administrative expenses related to the Director's offi ce.Ensure effective coordination between departments for business requiremen ts.Communication & Stakeholder Managem entLiaise with senior management, clients, vendors, government bodies, and business partne rs.Maintain professionalism and confidentiality in all interactio ns.Support the Director in managing key business relationshi ps.MIS & Report ingPrepare periodic MIS reports, dashboards, and business summari es.Monitor critical deadlines and provide timely reminders to the Direct or.Assist in data compilation, analysis, and presentation preparati on. Required Qualificat ionsBachelor's Degree in Business Administration, Commerce, Management, or related fi eld.MBA/PGDM prefer red. Exper ience5–10 years of experience as Executive Secretary, Executive Assistant, Personal Assistant, or similar role supporting senior leadership/direc tors. Required Skills & Compet enciesExcellent written and verbal communication s kills.Strong organizational and time-management abil ities.High level of discretion and confidenti ality.Proficiency in Microsoft Office (Word, Excel, PowerPoint, Out look).Ability to multitask and meet tight dead lines.Strong interpersonal and stakeholder management s kills.Professional appearance and business etiq uette.Excellent follow-up and coordination s kills.Ability to prepare reports, presentations, and business correspondence independ ently. Key Performance Indicators (KPIs)Calendar and meeting management effi ciency.Timely closure of action items.Accuracy and quality of documen tation.Effective travel and event coordi nation.Stakeholder satisfaction and responsi veness.Confidentiality and compliance adh erence.