Secretary to MD / CEO

Key Responsibilities

Calendar Management:

Manage and optimize the MD’s calendar—daily, weekly, and monthly.

Schedule and coordinate internal/external meetings, events, and reviews with appropriate buffers and prioritization.

Anticipate conflicts, reschedule as needed, and ensure up-to-date calendar visibility.

Coordinate meeting logistics, share agendas and prep materials in advance.

Travel Booking & Itinerary Management:

Plan and book domestic and international travel—flights, hotels, visas, transfers—per company policy and MD’s preferences.

Prepare detailed travel itineraries and ensure all bookings are confirmed and organized.

Liaise with travel vendors and finance for seamless coordination and expense management.

Ensure timely submission and reconciliation of travel claims.

Executive Support:

Assist with confidential documentation, correspondence, and report formatting.

Manage the MD’s inbox, calls, and messages with discretion.

Prepare presentations, memos, and executive briefings as required.

Meeting Coordination:

Organize board meetings, business reviews, and leadership offsites.

Maintain meeting minutes, action trackers, and follow-up schedules.

Stakeholder Liaison:

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

Handle coordination with senior leadership, clients, regulators, and vendors professionally.

Confidentiality & Office Administration:

Ensure confidentiality in all business matters.

Supervise day-to-day administrative needs of the MD’s office, including vendor management and support staff coordination.

Key Requirements

Experience: 10–15 years as a Secretary/EA to CXOs/MDs in reputed firms, ideally in BFSI, consulting, or corporate houses.

Education: Bachelor’s degree (Graduate). Executive Assistant or Secretarial Practice certification is a plus.

Skills:

Strong command of MS Office and Outlook Calendar.

Excellent verbal and written communication.

Expert in managing schedules, logistics, and multitasking.

High discretion, professionalism, and attention to detail.

Desired Attributes

Organized, proactive, and resourceful.

Excellent time management and interpersonal skills.

Ability to handle confidential matters with integrity.

Strong sense of ownership and accountability.