Secretary

Company Description

Founded in 1982, Mahavir Coal Traders Pvt Ltd is a renowned importer and distributor of premium-quality coal and coke, serving key industries across India. With extensive expertise in the energy sector, the company reliably supports power plants, cement manufacturers, and steel industries, among others. Known for its commitment to quality, timely delivery, and customer satisfaction, Mahavir Coal Traders Pvt Ltd has established itself as a trusted partner in the supply chain. Headquartered in Gandhidham and with a communication office in Ghaziabad, the company plays a pivotal role in supporting the nation’s industrial growth and energy requirements.

Role Description

This is a full-time on-site role located in Ghaziabad. The Secretary will provide administrative support, manage clerical duties, and assist with company secretarial tasks. Responsibilities include maintaining records, scheduling meetings, handling correspondence, assisting executives with administrative tasks, and ensuring smooth communication within and outside the company. The role also requires prioritizing tasks and providing high-quality customer service.

Qualifications

• Proficiency in clerical skills, such as file management, scheduling, and organization
• Strong communication abilities, including written and verbal interaction
• Experience in handling company secretarial work and maintaining compliance records
• Skilled in executive administrative assistance, including managing schedules and providing support
• Customer service expertise to address inquiries and maintain professional relationships
• Proficiency in office software and tools such as MS Office
• Exceptional time management and multitasking skills
• High attention to detail and ability to maintain confidentiality
• Relevant experience or certifications in administration or secretarial studies are preferred

Position: Personal Secretary / Executive Assistant to Mr. Vibhor Jain

Location: Ghaziabad

Employment Type: Full-time

The Personal Secretary will provide one-to-one administrative and coordination support to Mr. Vibhor Jain, ensuring his business and personal work runs smoothly and efficiently.

Key responsibilities

• Manage Mr. Jain’s daily calendar, including scheduling and rescheduling meetings, appointments, travel, and personal commitments.

• Handle phone calls, WhatsApp, emails, and other correspondence on his behalf; prioritize and respond wherever appropriate.

• Coordinate meetings with clients, bankers, brokers, lawyers, and internal team members; prepare agendas and minutes, and follow up on action items.

• Organize and maintain all physical and digital files, documents, agreements, and records related to business and personal matters.

• Arrange travel, accommodation, and logistics for outstation visits, site visits, and business trips.

• Prepare basic reports, MIS, presentations, and drafts of letters/emails as per instructions.

• Handle confidential information with discretion and maintain a high level of professionalism at all times.

• Assist in day-to-day personal tasks and errands as required to optimize Mr. Jain’s time.

Candidate profile

• Graduate in any discipline; preference for candidates with secretarial, administration, or commerce background.

• 3–8 years of experience as Personal Secretary / Executive Assistant / Personal Assistant to a senior business owner or senior management.

• Strong command over English and Hindi; excellent drafting, coordination, and follow-up skills.

• Proficient in MS Office (Word, Excel, PowerPoint), email, WhatsApp, scanning, and basic digital filing.

• Highly organized, punctual, and reliable, with the ability to handle multiple tasks and tight timelines.

• High integrity, maturity, and ability to handle sensitive and confidential matters.

• Candidates comfortable with extended hours and occasionally working on weekends, if work demands.

Compensation and application

Compensation: As per experience and last drawn CTC; not a constraint for the right candidate.

To apply, candidates should:

• Share updated CV

• Mention current CTC, expected CTC, and notice period

• Send to: vibhor.shribalajicoal@gmail.com/ WhatsApp: +91 8826024560 with subject line: “Application – Personal Secretary to Mr. Vibhor Jain”