Executive Secretary

Intellectual Capital HR Consulting Pvt. Ltd.; Surat; On-site; INR 300,000 - 420,000; Full time

Job summary

Intellectual Capital HR Consulting Pvt. Ltd. is seeking an Executive Assistant to support the CEO and senior leadership.

The role involves calendar management, email correspondence, travel planning, event support, and coordinating with vendors to ensure smooth operations. The successful candidate will handle meeting logistics, prepare documents and presentations, and maintain strict confidentiality in all interactions.

Responsibilities

• Calendar management and scheduling meetings as required.
• Responding to emails on behalf of the MD & Executive Director.
• Arrange travel and visas as needed.
• Assist with offsite and in-house event planning.
• Coordinate with external vendors and manage vendor relationships.
• Organize meetings and book meeting rooms.
• Take and share meeting minutes (MoM).
• Track credit card expenses and liaise with accounts to submit bills.
• Prepare documents, presentations, and reports.
• Draft and proofread emails, memos, and CEO communications.
• Maintain confidentiality and integrity in all interactions.
• Research presentations and confidential information when required.

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