Executive Secretary

Job Summary

We are seeking a highly organized, professional, and confidential Executive Secretary to the Chairman to provide comprehensive secretarial and administrative support to senior management. The ideal candidate will be responsible for coordinating executive activities, reviewing critical documents, supporting recruitment processes, and ensuring smooth communication across branches and departments.

Key Responsibilities Executive & Secretarial Support

• Provide dedicated secretarial and administrative support to the Chairman.
• Manage executive calendars, appointments, meetings, interviews, and follow-up actions.
• Prepare meeting agendas, executive briefing notes, presentations, and official correspondence.
• Attend internal and external meetings and prepare accurate Minutes of Meetings (MoM).
• Handle executive emails, calls, and professional communications on behalf of management.

Documentation & Reporting

• Verify cheques, official documents, and major financial documents before submission for management approval.
• Review payroll summaries, salary sheets, and supporting documents to ensure accuracy and compliance prior to final approval.
• Develop, standardize, and maintain report formats for consistent internal and management reporting.
• Coordinate with AGM and Branch Managers across multiple locations for reports, documentation, and management updates.

Recruitment & HR Support

• Conduct candidate screening, interviews, and preliminary assessments.
• Evaluate candidates' communication skills, qualifications, and suitability for job requirements.
• Coordinate interview schedules and maintain recruitment documentation.

Confidentiality & Compliance

• Maintain strict confidentiality of executive, payroll, financial, and organizational records.
• Ensure professional handling of sensitive information and company documentation.

Requirements

• Bachelor's Degree in Business Administration, Management, Human Resources, or a related field.
• Minimum 3-5 years of experience as an Executive Secretary, Executive Assistant, or similar role supporting senior management.
• Strong knowledge of payroll review, documentation management, and executive administration.
• Excellent organizational, communication, and interpersonal skills.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Ability to handle multiple priorities and work under pressure.
• High level of professionalism, integrity, and attention to detail.

Language Requirements

• Fluent in English, Malayalam, and Hindi (spoken and written).

Preferred Candidate Profile

• Female candidates only.
• Strong leadership coordination and stakeholder management skills.
• Experience working with multiple branches or locations will be an advantage.
• Ability to maintain confidentiality and exercise sound judgment in all matters.

Benefits

• Competitive salary package.
• Career growth opportunities.
• Professional work environment.
• Other benefits as per company policy.

Work Location: In person