Executive Secretary

Job Description

Job Title: Executive Secretary Experience Required: 3–5 years Location: IIT Madras, Chennai Organization: IITM Pravartak Technologies Foundation Reporting To: Senior Leadership / CEO / Director Job Overview: IITM Pravartak is seeking a dynamic and highly organized Executive Secretary to support senior leadership in administrative and strategic functions. The ideal candidate will be responsible for managing schedules, coordinating meetings, handling communication, and ensuring smooth day-to-day operations. This role requires a proactive individual with a high level of discretion, strong technical skills, and a commitment to supporting innovation in a fast-paced academic and technology-focused environment. Key Responsibilities: Manage executive calendars, appointments, meetings, and travel arrangements. Prepare and organize internal and external communications, including presentations, reports, and correspondence. Act as a liaison between the executive office and internal/external stakeholders. Maintain confidential records, documents, and reports. Coordinate meetings, events, and follow-ups with clear documentation and minutes. Monitor project timelines and ensure deliverables and commitments are tracked effectively. Support administrative needs of the leadership team, including office logistics, documentation, and vendor coordination. Technical Competencies (4): Office Management Tools: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and digital scheduling platforms. Documentation & Reporting: Ability to draft formal correspondence, reports, MoMs, and manage confidential documents effectively. Calendar & Travel Management: Expertise in managing complex calendars, arranging travel logistics, and scheduling high-level meetings. Digital Communication Tools: Familiarity with video conferencing tools (Zoom, Google Meet, MS Teams), digital signature platforms, and collaborative project tools. Behavioral Competencies (5): Attention to Detail: Ensures accuracy in documentation, scheduling, and communication. Time Management: Effectively prioritizes and manages tasks under tight deadlines. Professionalism: Maintains confidentiality, poise, and discretion in all interactions. Interpersonal Skills: Communicates clearly and courteously with internal and external stakeholders. Adaptability: Thrives in a dynamic, evolving work environment with multiple tasks and shifting priorities. Leadership Competency (1): Initiative & Ownership: Proactively identifies administrative gaps and takes ownership to streamline processes and enhance executive support efficiency. Preferred Qualifications: Bachelor’s degree in any discipline; a diploma in secretarial practice or administration is a plus. Prior experience supporting C-suite or senior leadership, preferably in academic, research, or tech-based organizations. Strong verbal and written communication in English; knowledge of Tamil is a plus, Hindi mandatory. Job Type: Full-time Pay: ₹10,000.00 - ₹40,000.00 per month Benefits: Health insurance Life insurance Schedule: Day shift Work Location: In person Expected Start Date: 23/06/2025