Executive Secretary

Intellectual Capital HR Consulting Pvt. Ltd.; Khordha; On-site; INR 350,000 - 600,000; Full time

Job summary

Intellectual Capital HR Consulting Pvt. Ltd. is looking for an executive assistant to support the CEO and senior leadership. The role involves calendar management, coordinating meetings, handling emails, and arranging travel and visas as needed.

You will also assist with event planning, vendor coordination, preparing reports, and drafting communications while maintaining strict confidentiality and professionalism across all tasks.

Qualifications

• Ability to manage calendar and schedule meetings efficiently.
• Proficient email handling and correspondence on behalf of senior leaders.
• Coordination of travel, visas, and related arrangements.

Responsibilities

• Calendar management & scheduling meetings as required.
• Responding to emails on behalf of the MD & Executive Director.
• Travel arrangements, Visa & travel coordination as required.
• Assisting with offsite & in-house event planning.
• Vendor management & coordination with external vendors.
• Organizing meetings and booking meeting rooms.
• Draft and share meeting minutes (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 integrity in all interactions.

Skills

Calendar management

Email correspondence

Travel coordination

Event planning

Vendor management

Meeting coordination

Minutes taking

Expense tracking

Document preparation

Discretion & 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