Executive Secretary

Intellectual Capital HR Consulting Pvt. Ltd.; Nagpur District; On-site; INR 600,000 - 900,000; Full time

Job summary

Intellectual Capital HR Consulting Pvt. Ltd. invites an capable executive assistant to support the Managing Director and Executive Director in daily operations.

The role focuses on calendar management, meeting coordination, travel and visa arrangements, and high-level document preparation. You will coordinate with vendors, assist with events, take minutes, manage expenses, and maintain confidentiality with sensitive information.

Qualifications

• Experience in calendar management and meeting scheduling.
• Proactive email handling for MD/ED.
• Travel planning, visas, and expense coordination.

Responsibilities

• Manage calendar and schedule meetings.
• Respond to emails for MD & ED.
• Arrange travel and visas.
• Plan offsite and in-house events.
• Coordinate with external vendors.
• Organize meetings and book rooms.
• Note meeting minutes and share MoM.
• Track credit card expenses with accounts.
• Prepare documents, presentations, and reports.
• Draft and proof emails and memos for CEO.
• Maintain confidentiality and ethics.
• Research and presentations when required.

Skills

Calendar management

Email correspondence

Travel arrangements

Vendor liaison

Event planning

Minutes taking

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