Secretary

Role Type: Full TimeLocation: Turbhe, Navi MumbaiExperience: 5+ yearsSalary Range: INR 8,00,000 – 12,00,000 per annumRole OverviewWe are seeking a highly organized, proactive, and discreet Secretary to support the CEO in managing day-to-day operations, communication, and critical priorities. This role requires someone who can operate independently, stay ahead of schedules and tasks, and create structure and efficiency in a fast-paced environment. A key part of this role will be preparing and maintaining MIS reports for management review and decision-making.Key Responsibilities1. Calendar & Day-to-Day Management- Independently manage and optimise the CEO’s calendar, ensuring effective prioritisation of meetings, reviews, travel and strategic work time. - Schedule and coordinate internal and external meetings, reviews, and travel time. - Build strategic buffers for preparation, travel, and follow-ups. - Coordinate across departments to avoid conflicts and ensure meetings are purposeful and well-structured.2. Communication & Correspondence- Act as the primary point of contact for communication to and from the CEO’s office. - Draft, review, and proofread emails, letters, reports, and presentations on behalf of the CEO. - Prioritize incoming communication – identify what is urgent, what can wait, and what requires scheduled follow-up. - Maintain professional and timely responses to internal and external stakeholders.3. MIS Reporting & Documentation- Prepare, update, and maintain regular MIS (Management Information System) reports for the CEO and leadership team. - Consolidate data from multiple departments to create clear dashboards, trackers, and summary reports. - Track key metrics, action items, deadlines, and project statuses, highlighting variances and risks. - Support management reviews by providing accurate, timely, and well-presented reports (Excel, PowerPoint, Google Sheets, etc.). - Maintain organized digital and physical records for quick retrieval and audit readiness.4. Travel, Meetings & Board Support- Plan and book complex, multi-city travel itineraries including flights, hotels, local transport, and meeting schedules. - Prepare meeting agendas, briefing notes, and supporting documents ahead of key meetings. - Assist in preparation of board decks, review presentations, and other management reports. - Record minutes of meetings where required and follow up on agreed action points.5. Coordination & Follow-Up- Track action items across multiple projects and ensure timely follow-through. - Liaise with internal teams and external partners to ensure commitments are met. - Anticipate potential bottlenecks or issues and flag them early with possible solutions. - Support the CEO in managing competing priorities and re-aligning schedules as needed.6. Confidentiality, Governance & Professionalism- Handle sensitive and confidential information with the highest level of discretion and integrity. - Maintain structured filing systems (digital and physical) for easy access, security, and confidentiality. - Build and maintain strong working relationships with senior stakeholders, clients, and partners. - Represent the CEO’s office with professionalism, responsiveness, and reliability at all times.Required Qualifications & Experience- Bachelor’s degree in Business, Communications, or a related field. - 5+ years of experience as a Secretary / Executive Assistant supporting C-level or senior leadership in a fast-paced environment. - Executive Assistant/Secretarial certification is an added advantage.Skills & Competencies- Organization & Planning: Hyper-organized with strong time management skills; able to manage multiple priorities without dropping details. - Communication: Excellent written and verbal communication skills; strong drafting, proofreading, and presentation capabilities. - MIS & Analytical Skills: - Advanced skills in MS Excel and Google Sheets for reporting, MIS, and dashboards. - Ability to analyze data, identify trends, and present insights clearly. - Tech Savvy: - Proficient in MS Office (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Slides, Calendar). - Comfortable using productivity and collaboration tools. - Bonus: Exposure to tools like Notion, Zapier, and other workflow/automation tools. - Execution Under Pressure: Calm, composed, and solution-oriented when working with tight deadlines and last-minute changes. - Detail Orientation: Strong attention to detail in documentation, scheduling, reporting, and follow-ups. - Discretion & Integrity: High level of professionalism and trustworthiness in handling confidential information. - Proactive Mindset: Anticipates needs, identifies risks early, and brings ideas to improve workflows and efficiency.

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