Executive Secretary

Mahindra Integrated Business Solutions Private Limited; Pune District; On-site; INR 500,000 - 800,000; Full time

Job summary

Mahindra Integrated Business Solutions Private Limited is seeking an Executive Assistant to support senior leaders in Pune. The role focuses on calendar management, travel logistics, meeting coordination, and high-level correspondence across internal teams, customers, and vendors.

The ideal candidate will handle confidential information with discretion, prepare meeting materials and minutes, and ensure timely follow-up on key leadership commitments with meticulous attention to detail.

Qualifications

• Proven ability to manage calendars, schedules, and appointments for senior leaders.
• Discretion with confidential information and sensitive materials.
• Strong planning and coordination skills across multiple stakeholders.

Responsibilities

• Manage senior leadership calendars, appointments, and schedules.
• Coordinate internal and external meetings, including logistics and arrangements.
• Handle domestic and international travel arrangements, tickets, accommodation, and itineraries.
• Draft and manage emails, letters, presentations, reports, and official correspondence.
• Coordinate with senior leaders, internal teams, customers, vendors, and external stakeholders.
• Prepare meeting agendas and minutes, track action items through closure.
• Maintain documents, MIS, reports, and executive office trackers.
• Coordinate visitors, leadership reviews, events, and administrative requirements.
• Ensure timely follow-up and coordination of leadership commitments and deliverables.

Skills

Communication

Confidentiality

Calendar Management

Stakeholder Management

MS Office

Planning & Coordination

Attention to Detail

Tools

MS Office

Job description

• Manage senior leadership calendars, appointments, and schedules effectively.
• Coordinate internal and external meetings, including logistics and meeting arrangements.
• Manage domestic and international travel, including tickets, accommodation, and itineraries.
• Draft and manage emails, letters, presentations, reports, and official correspondence.
• Coordinate with senior leaders, internal teams, customers, vendors, and external stakeholders.
• Prepare meeting agendas and minutes, and track action items through closure.
• Handle confidential and sensitive information with a high level of discretion.
• Maintain documents, reports, MIS, records, and executive office trackers.
• Coordinate visitors, leadership reviews, events, conferences, and administrative requirements.
• Ensure timely follow-up, prioritization, and coordination of key leadership commitments and deliverables.

Key Skills: Communication | Confidentiality | Calendar Management | Stakeholder Management | MS Office | Planning & Coordination | Attention to Detail