Executive Secretary

DEI; Chennai District; On-site; INR 600,000 - 900,000; Full time

Job summary

Directorate of Entrepreneurship and Innovation (DEI) at SRM Institute of Science and Technology (SRMIST) seeks an Executive Secretary. This role supports the Director by planning, coordinating and executing administrative tasks with initiative and discretion.

The successful candidate will manage calendars, arrange travel, draft correspondence, and ensure smooth operations across DEI. Prior experience in fast-paced environments and a postgraduate qualification are preferred.

Qualifications

• Postgraduate degree; MBA is a plus.
• 4–5 years of office admin/executive assistant experience in a fast-paced setting.
• Strong organizational and multitasking skills.
• Tech-savvy with proficiency in virtual collaboration tools and productivity suites.
• Ability to work independently and in a team; flexible for extended hours and travel.

Responsibilities

• Calendar management: schedule internal and external meetings and travel.
• Maintain up-to-date information and materials for daily schedules.
• Primary point of contact between executives and stakeholders.
• Draft, edit, and proof emails, documents, and presentations.
• Handle confidential information with discretion and manage office logistics.
• Coordinate in-person and remote meetings; prepare invitations and minutes.
• Arrange travel plans and manage related expenses.

Skills

Organizational Skills

Multitasking

Tech Savvy

MS Office

Communication

Education

Postgraduate degree

MBA (plus)

Tools

MS Office

Virtual collaboration tools

Job description

About Directorate of Entrepreneurship and Innovation

The Directorate of Entrepreneurship and Innovation (DEI) at SRM Institute of Science and Technology (SRMIST) is an organization founded in 2015 with the aim to foster the culture of Innovation and Entrepreneurship. The organization envisions to support and enable startups across the country by providing various facilities and funds. Right from the inception of an idea into an end result, the DEI team enables teams and start-ups to achieve success in their startup journey.

Name of the Post

Executive Secretary

Location

Nature of the Position

Full-time, reporting to the Director, DEI. The Corporate / Executive Secretary will ensure the planning and implementing of the DEI functional and administrative requirements. This role requires a go-getter attitude, proactive, organized and multitasking capabilities with the ability to seamlessly navigate the complexities and rigor of handling the DEI. This candidate will be a key contributor and SPOC to the smooth functioning of DEI, responsible for managing calendars, scheduling meetings, arranging travel, and generating expense reports.

Eligibility Requirements

Educational Qualification

A Post Graduate is a must; an MBA is a plus.

Experience

• Proven experience of about 4–5 years as Office Admin / Executive Assistant or similar role in a fast paced, dynamic business environment.
• Strong organizational and multitasking skills.
• Tech-savvy with excellent proficiency in virtual collaboration tools, MS Office and other productivity tools.
• Ability to work independently and as part of a team.
• Flexibility to support extended working hours and occasional travel, if required.
• Demonstrated proactive approach and problem-solving mindset; a fast learner and contributor.
• High standards of professionalism, discretion, and interpersonal skills.

Core Responsibilities

• Calendar Management: Coordinate and manage executive calendars, including scheduling internal and external meetings, appointments, and travel arrangements.
• Calendar Management: Ensure the Director has all the requisite and up-to-date information and materials required for daily work schedules.
• Communication and Correspondence: Act as the primary point of contact between executives and departments, and internal and external stakeholders.
• Communication and Correspondence: Draft, edit, and proof-read emails, documents, and presentations on behalf of the DEI.
• Communication and Correspondence: In the absence of the Director at the office, effectively and efficiently handle and deliver tasks assigned by the Director and the leadership.
• Office and Remote Support: Provide in-office support as needed, including handling administrative tasks and managing physical office logistics of the DEI.
• Office and Remote Support: Be available for in-person and/or remote meetings and calls whenever required, and effectively handle tasks and work schedules.
• Meeting Coordination: Coordinate and schedule both in-person and virtual meetings, ensuring all applicable digital communication channels are enabled.
• Meeting Coordination: Prepare and share invitations, agendas, documents, and minutes for meetings to participants and stakeholders as advised by the Director.
• Travel Arrangements: Arrange travel plans, including flights, accommodations, and transportation, for both in-person and virtual meetings in coordination with the parties concerned.
• Document Management: Organize and maintain electronic and physical files, ensuring easy access to important documents.
• Document Management: Proactively assist in the preparation of reports, presentations, and discussion papers.
• Task Prioritization: Prioritize and manage tasks efficiently, ensuring deadlines are met and the objectives of the DEI are achieved.
• Task Prioritization: Anticipate the needs of the DEI, and proactively plan and implement priority tasks to enable faster completion with accuracy.
• Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times.