Executive Secretary

Alchemist Marketing & Talent Solutions; Mumbai; On-site; INR 334,800 - 446,400; Full time

Job summary

A leading communications agency in Mumbai is seeking an Executive Secretary to manage the MD's calendar, coordinate travel logistics, and serve as a key communication point. This full-time role requires 1-2 years of experience, strong clerical and organizational skills, and the ability to handle confidential information. Join a dynamic team and contribute to the success of innovative communication strategies in the advertising sector.

Qualifications

• 1-2 years of work experience.
• Ability to handle confidential information professionally.
• Strong record-keeping and documentation skills.

Responsibilities

• Manage the MD's calendar, scheduling meetings and appointments.
• Organize and coordinate travel itineraries for the MD.
• Draft emails, notes, and take minutes of meetings.

Skills

Strong clerical skills

Excellent communication skills

Organizational abilities

Job description

Alchemist Marketing & Talent Solutions is one of the largest independent communications agencies, providing integrated communication strategies tailored to various industries. Over the past 15 years, the agency has established a reputation for delivering impactful strategies aligned with clients' business goals, leading to a strong base of long-term retained clients. Alchemist has a robust portfolio in the real estate sector and expertise in creating mainline and digital communication campaigns across markets. Known for its ability to execute as a one-stop solution provider, the agency focuses on achieving tangible business results. Alchemist fosters growth and collaboration, driven by the passion and energy of its people.

Role Description

This is a full-time, on-site position for an Executive Secretary based in Mumbai. The role involves providing executive administrative assistance, managing Director(s) secretarial tasks, and handling tactical responsibilities.

Responsibilities

• Calendar Management: Efficiently manage the MD's calendar, including scheduling meetings, appointments.
• Travel & logistics management for Directors and top leadership personnel: Organise and coordinate travel itineraries, accommodation, and related logistics for the MD's business & personal trips.
• Gatekeeper for communication: Draft emails, notes, take minutes of meetings for Directors. Serve as the primary point of contact between the MD and internal/external stakeholders.
• Meeting preparation: Prepare agendas, materials, and notes for meetings. Follow up on action items and ensure timely completion.
• Complete Director(s) personal tactical jobs
• Document Management
• Coordinate on office supplies and employee diaries along with HR
• Manage payment for the leadership credit cards
• Guest relations: Manage and schedule logistics & allied arrangements (food, travel etc) for visitors with top notch hospitality
• Maintaining & organising confidential documents and personal records
• Event Planning: Coordinate and manage events, both internal and external, ensuring all details are handled with precision.
• Any other allied task

Qualifications & Skills

• 1-2 years of work experience
• Strong clerical skills, including record-keeping, documentation, and organizational abilities.
• Excellent communication skills for effective interpersonal interaction and correspondence.
• Ability to handle confidential information professionally.

  Seniority level

  Entry level

  Employment type

  Full-time

  Job function

  Administrative

  Industries

  Advertising Services