Executive Secretary

Intellectual Capital HR Consulting Pvt. Ltd.; Jaipur; On-site; INR 250,000 - 450,000; Full time

Job summary

Intellectual Capital HR Consulting Pvt. Ltd. is seeking an Executive Assistant to support the MD and ED with calendar management, email correspondence, travel planning, and event coordination.

The role includes drafting and proofreading documents, preparing presentations, and ensuring confidentiality in all communications. You will coordinate with vendors, track expenses, and manage meeting logistics, including meeting minutes and MoMs for attendees.

Qualifications

• Experience coordinating calendars and meetings for executives.
• Ability to respond to emails on behalf of senior leaders.
• Manage travel, visas, and related arrangements.
• Coordinate events, offsite and in-house, including gifts.
• Coordinate with external vendors and manage vendor relations.
• Schedule meetings and book rooms as required.
• Take minutes and share with attendees (MoM).
• Track credit card expenses and liaise with accounts.
• Prepare documents, presentations, and reports as needed.
• Draft and proofread emails, memos and reports for the CEO.
• Maintain confidentiality and high ethical standards.

Responsibilities

• Calendar management and scheduling meetings for executives.
• Draft and respond to emails on behalf of the MD & ED.
• Arrange travel, visas, and related itineraries as required.
• Assist with offsite and in-house events; arrange gifts.
• Coordinate with external vendors and manage vendor relationships.
• Organize meetings and book meeting rooms as needed.
• Record meeting minutes and share with attendees (MoM).
• Monitor credit card expenses and liaise with accounts.
• Prepare documents, presentations, and reports as required.
• Draft, edit, and proofread communications for the CEO.
• Uphold confidentiality and professional integrity in all interactions.

Skills

Calendar management

Email handling

Travel arrangements

Vendor coordination

Meeting coordination

Minutes and MoM

Documentation drafting

Confidentiality

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