Executive Secretary

Job Title:

Executive Secretary to the Managing Director (Male, Female, both can apply)

Reports To: Managing Director (MD)

Location: JMD Megapolis, Gurugram, Haryana

Job Purpose:

Key Responsibilities:

1. Administrative Support:

• Manage and prioritize the MD’s schedule, including appointments, meetings, and travel arrangements.

• Prepare agendas, take minutes, and follow up on action points for meetings.

• Handle correspondence (emails, calls, letters) and ensure timely responses.

• Maintain and organize confidential files, records, and documents.

2. Communication Management:

• Act as the point of contact between the MD and internal/external stakeholders.

• Draft and proofread reports, presentations, and other communication materials.

• Relay instructions, decisions, and information from the MD to concerned parties.

3. Logistics Coordination:

• Oversee logistics-related documentation and approvals for the MD.

• Assist in coordinating high-level operational meetings, conferences, and events.

• Monitor critical deadlines and ensure timely follow-ups on logistics projects.

4. Travel and Expense Management:

• Plan and organize domestic and international travel, including itineraries, tickets, and accommodations.

• Manage expense reports and reimbursements for the MD, ensuring accuracy and compliance.

5. Confidentiality and Discretion:

• Handle sensitive information with the utmost confidentiality and professionalism.

• Ensure compliance with company policies and procedures in all activities.

6. Team and Project Support:

• Collaborate with other departments to facilitate seamless operations and support project execution.

• Assist in preparing performance reports, data analysis, and presentations for board meetings.

7. Problem-Solving and Decision-Making:

• Anticipate the MD’s needs and proactively identify solutions to potential challenges.

• Manage ad-hoc tasks and special projects as assigned by the MD.

Key Competencies and Skills:

• Strong Communication: Excellent written and verbal skills.

• Organizational Skills: Ability to manage multiple tasks and prioritize effectively.

• Time Management: Strong ability to meet deadlines and manage a busy schedule.

• Attention to Detail: High degree of accuracy in handling tasks.

• Discretion: Ability to handle confidential matters with integrity.

• Tech-Savvy: Proficient in MS Office (Word, Excel, PowerPoint) and scheduling tools.

• Interpersonal Skills: Ability to interact professionally with internal and external stakeholders.

Qualifications and Experience:

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

• Minimum of 3–5 years of experience as a Personal Secretary or Executive Assistant, preferably in the logistics or supply chain sector.

• Familiarity with logistics industry operations and terminology is a plus.

Work Conditions:

• Availability to work flexible hours, including occasional weekends

• Willingness to travel with the MD for business purposes, if required.

Key Performance Indicators (KPIs):

• Timeliness and accuracy of tasks.

• Effectiveness in managing schedules and priorities.

• Quality of communication and professional relationships.

• Proactive problem-solving and decision-making capabilities.

Interested candidates, please fill the Google form: https://forms.gle/gw3SGUWVjD6UGJwr7