Executive Secretary

Job Title: Secretary

Experience: 4-8 years

Location: Mumbai, India

Department: Executive Office

Work Timing: US Shift: 8:00pm - 5:00am

About the Company:

Visit us at www.inhabitr.ai to learn more

Position Overview:

The Secretary to the Executive office provides high-level administrative and organizational support to ensure the efficient management of the Executive's office. This role requires exceptional professionalism, discretion, communication skills, and the ability to handle a wide range of administrative and executive support tasks in a fast-paced environment.

Key Responsibilities:

1. Executive Support:

• Manage and maintain the Executive’s calendar, appointments, and travel schedules.
• Coordinate meetings, conferences, and events; prepare agendas, presentations, and minutes.
• Handle correspondence, emails, and phone calls on behalf of the Executive with accuracy and professionalism.
• Draft, review, and manage confidential documents, reports, and communications.
• Ensure the Executive's is well-prepared for meetings and commitments.

Office Coordination:

• Liaise with internal departments, clients, and external stakeholders as the primary point of contact for the Executive’s office.
• Maintain office systems, including data management and filing.
• Assist in coordinating strategic initiatives, business reviews, and project tracking.

Travel & Logistics:

• Plan and coordinate travel itineraries, accommodations, visas, and related logistics.
• Prepare travel expense reports and ensure timely reimbursement.

Communication & Representation:

• Serve as a bridge between the Executive and internal/external contacts, ensuring timely communication and follow-ups.
• Handle sensitive information with absolute confidentiality and integrity.
• Represent the Executive’s office in a professional and polished manner at all times.

Administrative Excellence:

• Manage office supplies, vendor coordination, and administrative budgets related to the Executive’s office.
• Support in personal scheduling, appointments, and other ad-hoc tasks as required.

Skillsets & Qualifications:

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Minimum

  3–7 years of experience

  as an Executive Assistant, Secretary, or Personal Assistant to senior leadership.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities with meticulous attention to detail.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling tools (Google Calendar, etc.).
• Discretion and trustworthiness in handling confidential information.
• Ability to work under pressure and adapt to rapidly changing priorities.

Key Competencies:

• Professional demeanor and strong interpersonal skills.
• High degree of initiative and problem-solving ability.
• Dependability and ability to meet deadlines.
• Strong time management and prioritization skills.
• Integrity, loyalty, and a proactive attitude.

Contact:

Shraddha Dalmia

shraddha@inhabitr.ai

P.N: Candidates from Mumbai and willing to work in US shift timing (8:00pm - 5:00am) from office, should only apply.