Executive Secretary to Director

Job Description: Executive Secretary to the Director

Position Overview

The Executive Secretary to the Director provides high-level administrative, organizational, and executive support to ensure the smooth functioning of the Director’s office. The role requires professionalism, confidentiality, strong communication skills, and the ability to manage multiple tasks efficiently while maintaining accuracy and discretion.

Key Responsibilities

1. Administrative & Executive Support

a. Manage the Director’s day-to-day schedule, including appointments, meetings, and travel arrangements.

b. Prepare, review, and organize official correspondence, reports, notes, and presentations.

c. Maintain an efficient filing and document management system—physical and digital.

d. Handle confidential and sensitive information with the highest level of discretion.

2. Coordination & Communication

a. Act as the primary point of contact between the Director, staff members, clients, government departments, and external partners.

b. Screen phone calls, emails, and visitors; prioritize and route inquiries appropriately.

c. Draft professional emails, letters, and responses on behalf of the Director.

3. Meeting Management

a. Schedule and coordinate internal and external meetings, conferences, and official events.

b. Prepare meeting agendas, briefing materials, background notes, and presentations.

c. Record, draft, and circulate minutes of meetings and track follow-up actions.

4. Office Management & Support Activities

a. Oversee smooth administrative operations within the Director’s office.

b. Monitor office supplies, equipment, and logistics relevant to the Director’s activities.

c. Coordinate with departments for timely submission of reports, data, and documents required by the Director.

5. Project & Task Coordination

a. Assist the Director in monitoring ongoing projects, initiatives, and deadlines.

b. Prepare progress updates, maintain trackers, and follow up with concerned departments/officers.

c. Support research, data compilation, and preparation of briefing notes when required.

Skills & Qualifications

Essential Qualifications

a. Bachelor’s degree in Administration, Management, Commerce, or related field.

b. Minimum 3–5 years of experience in executive support or secretarial roles.

c. Excellent written and verbal communication skills.

d. Proficiency in MS Office (Word, Excel, PowerPoint), email management, and digital tools.

e. Strong organizational, multi-tasking, and time-management skills.

Preferred Attributes

a. Professional demeanor and strong interpersonal skills.

b. Ability to work independently with minimum supervision.

c. High attention to detail and accuracy.

d. Commitment to confidentiality and ethical conduct.

e. Ability to work under pressure and handle urgent priorities.

Job Types: Full-time, Permanent, Fresher

Pay: ₹12,395.91 - ₹25,000.00 per month

Benefits:

• Health insurance
• Leave encashment
• Life insurance
• Paid sick time
• Provident Fund

Work Location: In person