Secretary to Managing Director

Job Title: Secretary to Managing Director (MD)

Department: Executive Office
Reporting to: Managing Director
Location: Puducherry

Job Summary:

The Secretary to the Managing Director provides high-level administrative, secretarial, and executive support to the MD. The role involves managing schedules, handling confidential correspondence, coordinating meetings, and ensuring smooth communication between the MD’s office and other departments.

Key Responsibilities:

Administrative Support

• Manage the MD’s calendar, appointments, and travel arrangements efficiently.
• Prepare and organize meetings, conferences, and presentations.
• Draft, review, and manage correspondence, emails, and internal communications.
• Maintain confidential files, records, and documents.

Coordination & Communication

• Act as the primary point of contact between the MD and internal/external stakeholders.
• Coordinate with department heads to ensure timely submission of reports and updates.
• Follow up on pending tasks, decisions, and commitments made by the MD.

Meeting Management

• Schedule, prepare agendas, and record minutes of meetings.
• Track action items and ensure timely completion.
• Assist in preparing briefing materials and reports for meetings and presentations.

Travel & Logistics

• Organize domestic and international travel itineraries, including transport, accommodation, and visas.
• Handle expense reports, reimbursements, and related documentation.

Confidentiality & Professionalism

• Handle sensitive and confidential information with discretion.
• Maintain a professional image and represent the MD’s office with integrity and efficiency.

Office Coordination

• Support administrative requirements of the executive office.
• Coordinate with HR, Finance, and other departments for approvals and documentation.
• Ensure the MD’s office operates smoothly and efficiently at all times.

Qualifications & Skills:

• Bachelor’s degree in Administration, Business, or a related field.
• 5+ years of experience as an Executive Assistant / Secretary to top management.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, discretion, and integrity.

Key Competencies:

• Time management and prioritization
• Attention to detail
• Confidentiality handling
• Initiative and problem-solving
• Professional communication and etiquette
• Adaptability and reliability

Job Type: Full-time

Pay: ₹45,000.00 - ₹60,000.00 per month

Benefits:

• Cell phone reimbursement
• Commuter assistance
• Flexible schedule
• Leave encashment
• Provident Fund

Work Location: In person

Expected Start Date: 10/11/2025