Executive Secretary

IIT Madras; Chennai District; On-site; INR 203,000 - 243,000; Full time

Job summary

IIT Madras invites applications for an Executive Administrative Assistant to the Dean. Based in Chennai, you will manage calendars, coordinate meetings with internal and external stakeholders, and handle confidential correspondence.

The role requires at least a bachelor’s degree and 3 years of relevant experience in an academic or research setting. Masters degree is a plus; strong MS Office skills are essential.

Qualifications

• Bachelor's degree required; masters may apply.
• Minimum 3 years executive administrative support experience in academia or research.
• Experience handling executive calendars, correspondence, and travel.

Responsibilities

• Manage the Dean's calendar, appointments, and travel arrangements.
• Draft, proofread, and manage official correspondence, reports, presentations, and minutes.
• Coordinate meetings with internal and external stakeholders and committees.
• Handle confidential documents with discretion.
• Liaise between the Dean's office and departments, faculty, and collaborators.

Skills

Communication

Organization

MS Office

Minutes

Confidentiality

Multitasking

Interpersonal skills

Academic admin

Education

Bachelor's degree

Master's degree (desirable)

Tools

Project management tools

Job description

Responsibilities

• Manage the Deans calendar, appointments, and travel arrangements. Draft, proofread, and manage official correspondence, reports, presentations, and minutes.
• Coordinate meetings with internal and external stakeholders, academic boards, and committee events including scheduling, logistics, and follow-up actions.
• Handle confidential documents and sensitive communications with discretion.
• Act as a liaison between the Deans office and departments, faculty, and external collaborators.
• Coordinate with HR, Finance, and Legal departments as needed on behalf of the Dean and maintain organized records from various departments of IC&SR.

Required Skill Set:

• Exceptional written and verbal communication skills.
• Strong organizational and time-management abilities.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project management tools is an advantage.
• Minutes - taking and document formatting experience.
• High level of professionalism and confidentiality.
• Strong interpersonal skills and ability to multitask.
• Knowledge of academic/research administrative processes is a plus.

Preferred candidate profile

Qualification and Experience

• A bachelors degree is required. Candidates with a masters degree may also apply.
• Minimum 3 years of experience in a similar executive level administrative support role, preferably in an academic or research environment.

Salary:

Starting from Rs. 20,000/- per month, up to a maximum amount based on experience and performance