Secretary / Executive Assistant

Executive and Secretarial Duties

Oversee the Managing Director's calendar by arranging appointments and meetings, ensuring timely reminders for key commitments and deadlines. Prepare agendas and minutes for meetings, and follow up on directives from the MD with staff and external contacts.

Communication Management

Professionally manage phone calls, emails, and letters, drafting and formatting various business communications. Liaise effectively with customers, vendors, consultants, banks, and legal representatives, ensuring important matters are promptly relayed to the MD.

Documentation and Record Keeping

Organize and maintain both physical and electronic filing systems for agreements, approvals, correspondence, and crucial company records. Assist in document preparation, scanning, printing, and retrieval while upholding strict confidentiality of sensitive information.

Meeting Coordination and Follow-up

Arrange meetings involving staff, clients, vendors, and consultants, capturing significant decisions and action items. Maintain a follow-up system to remind employees of pending tasks and provide regular updates to the MD regarding outstanding issues.

Office Coordination

Serve as a liaison between the MD and different departments within the Vaishno Group. Gather reports and documents necessary for management review, support management and client meetings, company events, and assist with day-to-day administrative tasks as needed.

Travel and Personal Assistance

Manage business travel logistics including flight bookings, hotel reservations, and itinerary planning while maintaining related documentation. Provide reasonable personal administrative support to the Managing Director when requested.

Compensation

The role offers a monthly salary ranging between 18,000 and 25,000 INR.