Executive Secretary To Director

Shanti Educational Initiatives; Ahmedabad District; On-site; INR 300,000 - 400,000; Full time

Job summary

Shanti Educational Initiatives in Ahmedabad is seeking an Executive Assistant to the Director to provide comprehensive administrative support and facilitate day-to-day operations.

The role involves calendar management, coordinating with internal teams, handling confidential matters, preparing reports and communications, and acting as a liaison with senior management, clients, and external partners.

Qualifications

• 2+ years of experience as Executive/Personal/Management Assistant or similar role.
• Proficient in MS Office (Word, Excel, PowerPoint).
• Strong organizational and time-management abilities.
• Excellent verbal and written communication skills.
• Knowledge of digital workplace tools such as MS Teams and Zoom.
• Ability to manage multiple priorities with discretion and confidentiality.

Responsibilities

• Provide comprehensive administrative and executive support to the Director for daily operations.
• Manage the Director’s calendar, meetings and schedules to optimize time usage.
• Coordinate with internal teams and ensure smooth information flow from the Director’s office.
• Handle confidential and sensitive matters with professionalism and discretion.
• Assist management in developing systems and processes across the organization.
• Manage Director’s correspondence, emails, documents and communications with timely follow-up.
• Screen calls and enquiries and route them appropriately.
• Prepare documents, reports, briefings, presentations and other communications as required.
• Act as liaison between the Director, senior management, clients and external partners.
• Build positive relationships with stakeholders and attend meetings to take MOM and follow up on actions.
• Maintain Director’s contacts and important information; support culture and institutional development.
• Ensure confidentiality and professionalism in all aspects of the role.

Skills

MS Office

Organizational skills

Time management

Communication skills

Stakeholder management

Confidentiality

Tools

MS Teams

Zoom

e-calendar tools

Online meetings

Job description

Location: Shela, Ahmedabad

Work Mode: WFO Office

Salary: 3 4 LPA

Designation: Executive Assistant to the Director

Key Responsibilities

• Provide comprehensive administrative and executive support to the Director for the smooth functioning of day-to-day affairs.
• Manage the Director’s calendar, meetings, appointments and schedules, ensuring effective utilization of time.
• Coordinate and communicate with various internal teams and ensure smooth and accurate flow of information from the Director’s office.
• Handle sensitive, confidential and complex matters with professionalism, discretion and objectivity.
• Assist management in developing and implementing systems and processes across the organization.
• Manage the Director’s correspondence, emails, documents and communications, ensuring timely follow-up and appropriate action.
• Screen calls, enquiries and requests and handle or redirect them appropriately.
• Prepare documents, reports, briefing notes, presentations and other management communications as required.
• Act as a key point of contact between the Director, senior management, clients, stakeholders and external partners.
• Build and maintain positive professional relationships with internal and external stakeholders, including senior‑level professionals and clients.
• Attend meetings and prepare accurate minutes of meetings (MOM) and follow up on action points.
• Maintain and organize the Director’s contacts, records and important information.
• Support the Director and management in initiatives related to organizational culture, coordination and institutional development.
• Ensure a high level of confidentiality, professionalism and discretion in all aspects of the role.

Job Requirements

• 2+ years of relevant experience as an Executive Assistant, Personal Assistant, Management Assistant or in a similar role.
• Excellent knowledge of MS Office – Word, Excel and PowerPoint.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Good knowledge of digital workplace tools such as MS Teams, Zoom, e-calendars and online meeting platforms.
• Ability to manage multiple priorities, schedules and tasks efficiently.
• Strong follow‑up, coordination and stakeholder‑management skills.
• High level of confidentiality, maturity, professionalism and attention to detail.
• Ability to interact confidently with senior management and external stakeholders.

Ideal Candidate

We are looking for a well‑organised, mature, proactive and professionally communicative individual who can independently coordinate with multiple teams and effectively support the Director in day‑to‑day executive and administrative matters.