Executive Secretary to Managing Director

Position: Executive Secretary to the Managing Director
Job Description

Position Title:

Executive Secretary to the Managing Director

Location:

Chennai

Employment Type:

Full-time

Role Overview
The Executive Secretary to the Managing Director will serve as the MD’s primary point of coordination, ensuring seamless management of schedules, meetings, communication, documentation, and personal assistance.
This role demands a high level of  confidentiality, maturity, discretion, integrity, and proactive ownership , acting as both a  gatekeeper and an enabler  to the MD’s effectiveness.

Eligibility & Core Expectations:
Minimum  2 years of any office/organizational work experience  (secretarial experience not mandatory)
Individuals who genuinely believe they are  mature enough to handle high-responsibility roles  are welcome
Integrity is valued over experience  – character and trustworthiness take priority
Multilingual candidates mainly Hindi Speaking is a must.
Strong willingness to learn, adapt, and grow
Open mindset with long-term commitment orientation

Key

Roles & Responsibilities
1. Office & Appointment Management
Maintain and manage the MD’s daily, weekly, and monthly calendar, including internal meetings, client meetings, and vendor interactions.
Ensure there are no overlapping or missed appointments, with reminders sent well in advance.
Schedule and organize internal staff review meetings and external meetings, including preparation of meeting agendas.
Ensure that no internal staff meets the MD without a prior appointment.
Track follow-ups from all meetings and ensure timely closure of action points.
Ensure punctuality of all participants through timely reminders.
2. Meetings & Documentation
Attend all internal and external meetings with the MD.
Accurately record Minutes of Meeting (MoM), capturing discussions, decisions, action points, owners, and deadlines.
Circulate MoMs within 24 hours to all relevant stakeholders.
Maintain a well-organized digital repository of all MoMs for easy retrieval.
Track action items and ensure completion within committed timelines; immediately flag delays to the MD.
3. Email & Communication Follow-Up
Be copied on all official emails involving the MD.
Act as a follow-up and reminder mechanism for internal teams, clients, and vendors.
Maintain a task and response tracker for all email communications.
Escalate unusual delays or non-compliance to the MD promptly.
Draft professional emails, notes, presentations, and correspondence on behalf of the MD as required.
4. Presentations & Reporting
Prepare presentations, reports, and proposals for internal reviews and client meetings as directed by the MD.
Coordinate with internal teams to collect inputs and data within defined timelines.
Review all documents for accuracy, clarity, grammar, and presentation quality before submission.
5. Confidentiality & Professional Conduct
Maintain absolute confidentiality regarding company strategy, client discussions, vendor negotiations, and the MD’s personal matters.
Refrain from participating in office politics, gossip, or informal information sharing.
Maintain professional boundaries with all employees to avoid conflicts of interest.
Ensure sensitive documents and conversations remain strictly within authorized access.
6. Personal Assistance to the Managing Director
Manage the MD’s personal calendar, including medical appointments and personal commitments.
Provide gentle reminders for medications and health routines when required.
Coordinate with doctors, clinics, and healthcare providers for scheduling and follow-ups.
Assist with travel preparations, including packing support and ensuring essential business, medical, and personal items are arranged.
Ensure readiness of travel documents such as passport, visa, and identity proofs.
7. Travel & Hospitality Management
Plan, book, and confirm domestic and international travel (flights, trains, cars).
Handle hotel bookings, check-in/check-out coordination, and comfort arrangements.
Prepare comprehensive travel folders with tickets, confirmations, schedules, and key contacts.
Accompany the MD during travel when required and provide on-ground support.
Act as the single point of coordination for both office and personal matters during travel.
8.…