Executive Secretary

Jindal Aluminium Limited; Bengaluru; On-site; INR 500,000 - 700,000; Full time

Job summary

Jindal Aluminium Limited seeks an experienced Executive Secretary to provide high-level administrative and executive support to the Managing Director. The role focuses on time management, coordinated business activities, professional communication, and discreet handling of confidential information.

You will manage the MD's calendar, coordinate meetings, travel, and prepare presentations, reports, and key documents, while ensuring timely follow-ups and seamless liaison with senior management,

Qualifications

• Bachelor’s degree or relevant administrative qualification preferred.
• Experience as Executive Secretary/PA to senior management.
• Excellent communication and professional correspondence skills.
• Strong proficiency in MS Office, Outlook, Excel, PowerPoint, and calendar management.
• Excellent organizational, coordination, and time-management abilities.
• High level of confidentiality, integrity, discretion, and attention to detail.
• Ability to manage multiple priorities and meet tight deadlines.

Responsibilities

• Manage the MD's daily calendar, appointments, and commitments.
• Schedule meetings, conferences, and appointments with internal and external stakeholders.
• Prioritize meetings and send timely reminders.
• Organize management meetings, board meetings, and business reviews.
• Prepare meeting agendas, presentations, and supporting documents.
• Record meeting minutes and follow up on action items.
• Handle the MD's emails, calls, correspondence, and official communications.
• Draft letters, emails, reports, and other business documents.
• Coordinate communication between the MD, senior management, employees, clients, and partners.
• Arrange domestic and international travel, accommodation, transportation, and itineraries.
• Coordinate travel schedules and prepare expense statements as required.
• Maintain confidential files, business documents, reports, and records.
• Handle sensitive company information with professionalism and discretion.
• Prepare presentations, reports, summaries, and other documents for the MD.
• Assist in preparing for business reviews, client meetings, and management discussions.
• Maintain records of important decisions, commitments, and deadlines.
• Coordinate with department heads and senior executives regarding business priorities.
• Follow up on tasks assigned by the MD and monitor completion status.
• Communicate deadlines and elevate important pending matters when necessary.
• Welcome and coordinate visits from clients, directors, vendors, and other key stakeholders.
• Manage meeting arrangements and ensure a professional experience for visitors.
• Maintain records of the MD’s business expenses, bills, and reimbursements.
• Coordinate approvals, documentation, and administrative requirements.
• Support special projects and other assignments delegated by the MD.

Skills

Communication skills

Professional correspondence

MS Office proficiency

Calendar management

Organizational skills

Confidentiality & discretion

Multitasking & time management

Education

Bachelor’s degree

Administrative qualification

Tools

MS Office

Outlook

Excel

PowerPoint

Job description

Job Summary

The Executive Secretary provides high-level administrative and executive assistance, ensuring effective time management, smooth coordination of business activities, professional communication, and confidential handling of company information.

Roles and Responsibilities

Calendar and Schedule Management

• Manage the MDs daily calendar, appointments, and business commitments.
• Schedule meetings, conferences, and appointments with internal and external stakeholders.
• Prioritize meetings and send timely reminders.

Meeting Coordination

• Organize management meetings, board meetings, and business reviews.
• Prepare meeting agendas, presentations, and supporting documents.
• Record meeting minutes and follow up on action items and pending tasks.

Communication Management

• Handle the MDs emails, phone calls, correspondence, and official communications.
• Draft letters, emails, reports, and other business documents.
• Coordinate communication between the MD, senior management, employees, clients, and business partners.

Travel and Logistics

• Arrange domestic and international travel, accommodation, transportation, and itineraries.
• Coordinate travel schedules and prepare expense statements when required.

Confidentiality and Document Management

• Maintain confidential files, business documents, reports, and records.
• Handle sensitive company information with professionalism and discretion.
• Ensure important documents are properly organized and readily accessible.

Executive and Administrative Support

• Prepare presentations, reports, summaries, and other documents for the MD.
• Assist in preparing for business reviews, client meetings, and management discussions.
• Maintain records of important decisions, commitments, and deadlines.

Coordination and Follow-up

• Coordinate with department heads and senior executives regarding business priorities.
• Follow up on tasks assigned by the MD and monitor completion status.
• Communicate deadlines and elevate important pending matters when necessary.

Visitor and Stakeholder Management

• Welcome and coordinate visits from clients, directors, vendors, and other key stakeholders.
• Manage meeting arrangements and ensure a professional experience for visitors.

Expense and Office Management

• Maintain records of the MD’s business expenses, bills, and reimbursements.
• Coordinate approvals, documentation, and administrative requirements.
• Support special projects and other assignments delegated by the MD.

Required Qualifications and Skills

• Bachelor’s degree or relevant administrative qualification preferred.
• Prior experience as an Executive Secretary, Personal Assistant, or Secretary to senior management.
• Excellent communication and professional correspondence skills.
• Strong proficiency in MS Office, Outlook, Excel, PowerPoint, and calendar management.
• Excellent organizational, coordination, and time-management abilities.
• High level of confidentiality, integrity, discretion, and attention to detail.
• Ability to manage multiple priorities and work under tight deadlines.