Executive Secretary

Intellectual Capital HR Consulting Pvt. Ltd.; Ernakulam; On-site; INR 400,000 - 700,000; Full time

Job summary

Intellectual Capital HR Consulting Pvt. Ltd. is seeking an Executive Assistant to support the Managing Director and Executive Director.

The role involves calendar management, email correspondence on behalf of the leadership, travel arrangements, and event planning for both offsite and in-house activities. The successful candidate will coordinate with vendors, manage meeting logistics, prepare documents and reports, and maintain strict confidentiality in all interactions.

Responsibilities

• Calendar management and scheduling meetings as required
• Responding to emails on behalf of the MD and Executive Director
• Arranging travel and visa; coordinating travel as needed
• Assisting with offsite and in-house events; gift planning for holidays
• Coordinating with external vendors and vendor management
• Organizing meetings and booking meeting rooms as required
• Taking meeting minutes and sharing them (MoM) with attendees
• Tracking credit card expenses and coordinating with accounts for bills
• Preparing documents, presentations and reports as needed
• Drafting, editing and proofreading emails, memos and reports for the CEO
• Maintaining confidentiality and high integrity in all communications
• Handling confidential information and assisting with presentations and research as required

Job description

Role & responsibilities

• Calendar management & scheduling meeting arrangements as required
• Responding to emails on behalf of the MD & Executive Director as required
• Travel arrangements, Visa & travel arrangement as and when required
• Assisting with offsite & in-house event planning. Gift's for Diwali /X'mas etc
• Coordination with external vendors / vendor management
• Organizing meetings and booking meeting rooms as per requirement
• Noting down meeting minutes & sharing with attendees later (MoM)
• Keeping track of credit card expenses & liaising with the accounts team as required to submit bills
• Prepare documents, presentations, reports etc as per requirement
• Draft, edit, and proofread emails, memos, reports, and other documents on behalf of the CEO
• Maintain a high level of integrity, ethics, and confidentiality in all interactions and communications
• Maintaining confidential information / making presentations & researching when required