Office secretary

Secretary / Front Office Executive

Position Overview

We are seeking a professional and proactive Secretary / Front Office Executive for manufacturing facility in Gujarat. The ideal candidate will possess strong organizational, communication, and interpersonal skills to provide administrative support to the CEO and ensure seamless coordination across departments. The candidate should have 5-7 years of experience in secretarial, administrative, or front-office functions and be proficient in MS Office and other relevant business software.

Key Responsibilities:

CEO Support

Manage the CEO's calendar, including scheduling weekly and monthly meetings, appointments, and reminders. Coordinate meetings and ensure timely communication of schedules and updates.

Meeting Management

Prepare agendas, record minutes of meetings (MOM), circulate them to relevant stakeholders, and follow up on action items. Provide regular updates to the CEO regarding the status of pending tasks and commitments.

Department Coordination

Coordinate with various departments to collect reports, maintain records, and facilitate effective communication across teams.

Client & Visitor Management

Welcome clients, business associates, suppliers, and visitors in a professional manner. Ensure a positive and organized front-office experience for all stakeholders.

Administrative & Facility Coordination

Oversee the cleanliness, upkeep, and smooth functioning of the administrative and reception areas. Coordinate with support staff to maintain office standards and efficiency.

Communication Management

Handle incoming phone calls, emails, and correspondence professionally and efficiently. Ensure timely responses and proper routing of communications.

Travel & Logistics

Arrange domestic travel, including flight and hotel bookings, transportation, and meeting schedules for senior management.

Documentation & Record Keeping

Maintain accurate records of schedules, meetings, reports, correspondence, and administrative documents.

Qualifications:

Diploma or Bachelor's degree in Business Administration, Office Management, or a related field. 5-7 years of experience in secretarial, executive assistant, or front-office roles. Strong proficiency in MS Office (Word, Excel, Power Point, Outlook) and business applications. Excellent verbal and written communication skills. Professional appearance and the ability to interact confidently with senior management and external stakeholders.

Competencies

Organizational Skills: Ability to manage schedules, meetings, and multiple priorities efficiently. Communication Skills: Strong verbal and written communication with internal and external stakeholders. Professionalism: Maintains a polished, courteous, and service-oriented approach. Adaptability: Ability to manage changing priorities and work in a dynamic environment. Attention to Detail: Ensures accuracy in documentation, scheduling, and follow-up activities. Confidentiality: Ability to handle sensitive information with discretion and professionalism.