Executive Secretary

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

Job summary

Intellectual Capital HR Consulting Pvt. Ltd. is seeking an Executive Assistant to support the Managing Director and Executive Director. The role involves calendar management, travel arrangements, event planning, vendor liaison, and confidential document handling.

The successful candidate will draft and edit communications, prepare reports, and ensure professional, discreet handling of sensitive information in a fast-paced environment.

Qualifications

• Experience supporting senior management or C-suite.
• Strong organizational and time-management skills.
• Proactive communication and professional email etiquette.
• Ability to manage multiple priorities with discretion.
• Attention to accuracy and confidentiality in admin tasks.

Responsibilities

• Manage calendar and schedule meetings for the MD/Executive Director.
• Respond to emails on behalf of the MD/ED as required.
• Arrange travel, visas, and itineraries as needed.
• Assist with offsite and in-house events; handle gifts for Diwali/Christmas.
• Coordinate with vendors and manage vendor relationships.

Skills

Calendar management

Email correspondence

Travel arrangements

Vendor management

Meeting coordination

Minutes taking

Expense tracking

Document preparation

Executive support

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