Executive Secretary

Intellectual Capital HR Consulting Pvt. Ltd.; Mumbai; On-site; INR 350,000 - 650,000; Full time

Job summary

Intellectual Capital HR Consulting Pvt. Ltd. in Mumbai seeks an experienced executive assistant to manage calendars, meetings, and confidential communications for the MD and Executive Director.

The role includes travel, visa arrangements, event planning, and vendor liaison, ensuring smooth operations and professional discretion. The incumbent will draft and polish emails, prepare reports, and maintain meeting minutes, while tracking expenses and coordinating with accounts.

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

Skills

Calendar management

Executive support

Vendor coordination

Email correspondence

Travel arrangements

Tools

Microsoft Outlook

PowerPoint

MS Word

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