JOB DESCRIPTION

Assistant Manager / Secretary to Managing Director

JOB SUMMARY

The Assistant Manager / Secretary to the Managing Director serves as the primary point of coordination, communication, and administrative support for the Managing Director of Hyvision India Pvt Limited. This is a high-trust, high-visibility role that operates at the intersection of executive leadership, business operations, stakeholder management, and organizational governance.

The role demands exceptional professionalism, business acumen, discretion, and the ability to independently manage complex schedules, communications, cross-functional coordination, and strategic administrative responsibilities on behalf of the MD. The incumbent is expected to anticipate the needs of the Managing Director, act as an intelligent interface with internal departments and external stakeholders, and ensure that the office of the MD operates with precision, efficiency, and the highest standards of confidentiality and integrity.

KEY ROLES AND RESPONSIBILITIES

- Serve as the primary executive support and coordination resource for the Managing Director across all business, operational, and administrative functions.
- Manage the MD's calendar, appointments, meetings, board interactions, travel, and communications with complete accuracy, discretion, and proactive planning.
- Act as a trusted interface between the MD's office and all internal departments, senior leadership, customers, vendors, investors, government bodies, and external stakeholders.
- Prepare, review, and manage high-quality business documents, presentations, reports, board notes, communication drafts, and correspondence on behalf of the MD.
- Ensure timely follow-up on MD's decisions, instructions, and directives across departments, and report status updates with accountability.
- Coordinate strategic and operational review meetings, prepare agendas, record minutes, track action items, and ensure closure on commitments.

EXECUTIVE AND ADMINISTRATIVE SUPPORT RESPONSIBILITIES

- Manage the MD's daily schedule including internal meetings, external engagements, board meetings, customer visits, investor interactions, regulatory meetings, and site visits.
- Screen and prioritize the MD's calls, emails, correspondence, and requests, ensuring only relevant and time-sensitive matters are escalated immediately.
- Draft, review, and finalize business letters, emails, reports, proposals, agreements, presentations, memos, and formal communications on behalf of the MD.
- Coordinate domestic and international travel arrangements including flight bookings, hotel reservations, visa processing, travel itineraries, expense management, and ground logistics.
- Maintain and manage confidential files, records, contracts, legal documents, board resolutions, agreements, minutes, and sensitive correspondence in a structured and secure manner.
- Organize and manage MD-level events including business summits, factory visits, annual reviews, leadership conclaves, customer presentations, and stakeholder engagements.
- Handle petty cash, expense reports, invoice processing, reimbursements, and financial coordination related to the MD's office requirements.

STRATEGIC COORDINATION AND BUSINESS SUPPORT RESPONSIBILITIES

- Coordinate with all functional heads Manufacturing, R&D;, Purchase, Finance, Quality, HR, and Projects to gather inputs, monitor deliverables, and ensure alignment with MD-level priorities and organizational objectives.
- Prepare and consolidate Management Information System (MIS) reports, business dashboards, performance summaries, and review decks for the MD's review and board presentations.
- Track progress of strategic projects, expansion plans, new product initiatives, customer commitments, and organizational KPIs on behalf of the MD.
- Research and compile information on industry trends, competitor landscape, market intelligence, regulatory developments, and business opportunities as required by the MD.
- Support the MD in preparing business proposals, investor presentations, partnership documentation, feasibility inputs, and strategic planning materials.
- Liaise with legal, compliance,



secretarial, audit, and finance teams to coordinate company secretarial matters, board filings, statutory compliance, and governance requirements.

STAKEHOLDER AND COMMUNICATION MANAGEMENT RESPONSIBILITIES

- Build and maintain professional relationships with internal and external stakeholders including department heads, customers, vendors, investors, government officials, industry bodies, and board members.
- Represent the MD's office professionally in all interactions, maintaining the highest standards of corporate etiquette, communication quality, and brand representation.
- Manage visitor protocols, VIP interactions, client hospitality, and high-level stakeholder engagements for the MD's office.
- Coordinate with PR, communications, and marketing teams for MD-level media interactions, press engagements, public statements, awards, and industry events.
- Handle sensitive and confidential matters related to HR escalations, legal matters, board interactions, investor relations, and business negotiations with absolute discretion.

MEETING AND REVIEW MANAGEMENT RESPONSIBILITIES

- Plan, organize, and coordinate all MD-level meetings including board meetings, management review meetings, strategy sessions, department reviews, customer meetings, and stakeholder events.
- Prepare detailed agendas, pre-read materials, presentation decks, background notes, and discussion documents for all MD-level meetings.
- Record accurate and comprehensive minutes of meetings, capture action items with ownership, timelines, and priority levels, and distribute them promptly to relevant stakeholders.
- Follow up rigorously with department heads and team leads on action closure, ensuring all commitments made in MD-level meetings are executed as planned.
- Maintain a structured tracker for open decisions, pending escalations, deferred agenda items, and long-term commitments arising from MD review meetings.

OFFICE OF THE MD OPERATIONS AND GOVERNANCE RESPONSIBILITIES

- Ensure the MD's office operates as a highly organized, efficient, and professionally managed function with structured systems for documentation, communication, follow-up, and reporting.
- Implement and maintain filing systems, document management systems, correspondence registers, and information retrieval mechanisms for the MD's office.
- Coordinate with IT, admin, HR, and facility teams to ensure the MD's office infrastructure, technology, and support requirements are met at all times.
- Handle procurement and maintenance of office supplies, equipment, and resources for the MD's office and ensure availability without disruption.
- Ensure the MD's office adheres to all company policies, governance protocols, data security requirements, and internal compliance standards.

OPERATIONAL MANAGEMENT RESPONSIBILITIES

- Manage multiple high-priority tasks and responsibilities simultaneously, exercising sound judgment on urgency, sequencing, and independent decision-making within defined authority.
- Proactively identify gaps, bottlenecks, and unresolved issues in the MD's schedule, task list, or cross-functional coordination and take corrective action without being prompted.
- Support onboarding of senior leadership appointments, organizational restructuring activities, policy rollouts, and culture initiatives driven by the MD's office.
- Assist in planning and executing special projects, business transformation initiatives, organizational reviews, and strategic task forces as assigned by the MD.

REQUIRED QUALIFICATIONS

- Bachelor's degree in Business Administration, Commerce, Management, English, Mass Communication, or a related discipline from a recognized university.
- MBA or Postgraduate Diploma in Business Administration, Management,



or Corporate Governance will be a significant advantage.
- Diploma or certification in Executive Secretarial Practice, Office Management, Corporate Communication, or Business Administration will be an added advantage.
- Proficiency in MS Office Suite — Word, Excel, PowerPoint, Outlook — is mandatory. Knowledge of project management tools, collaboration platforms, and ERP systems is preferred.

REQUIRED EXPERIENCE

- Minimum 8 to 12 years of relevant experience in executive secretarial, EA, PA, or senior administrative roles, preferably supporting C-Suite or MD-level leadership in a manufacturing, industrial, engineering, or large corporate organization.
- Demonstrated experience in managing complex executive schedules, high-stakes communications, board-level documentation, and multi-stakeholder coordination.
- Exposure to corporate governance, company secretarial functions, statutory compliance coordination, or investor relations is preferred.
- Experience in a professionally managed MNC, large Indian corporate group, or fast-growing manufacturing organization will be an added advantage.

REQUIRED SKILLS AND COMPETENCIES

- Exceptional written and verbal communication skills in English, with the ability to draft, edit, and review business communications at a C-Suite level.
- Strong organizational ability with the capacity to manage complex, high-priority, multi-stakeholder schedules, tasks, and documentation simultaneously.
- High degree of confidentiality, professional integrity, and ethical conduct in handling sensitive business, HR, legal, and financial matters.
- Strong interpersonal skills and the ability to work effectively with senior leadership, board members, customers, vendors, government officials, and cross-functional teams.
- Excellent attention to detail, accuracy, and documentation discipline for reports, minutes, correspondence, and business submissions.
- Ability to work under pressure, manage tight deadlines, adapt to dynamic priorities, and exercise sound independent judgment.
- Proactive, self-driven, and result-oriented work approach with a robust sense of ownership and executive maturity.
- Cultural awareness and the ability to interact with global stakeholders across different time zones, geographies, and business contexts.

DECISION-MAKING AUTHORITY

- Independently manage scheduling, travel, correspondence, and routine coordination on behalf of the MD without requiring frequent escalation.
- Prioritize and filter communications, visitors, requests, and meeting invitations based on organizational importance and the MD's directives.
- Coordinate and manage logistics, documentation, and execution for MD-level events, meetings, and engagements within approved parameters.
- Escalate strategic, sensitive, financial, legal, or governance-related matters to the MD with appropriate context, background, and recommendations.

WORKING CONDITIONS

- Office-based role within the MD's office at Devanahalli, Bangalore, with potential requirement for travel to plants, customer sites, industry events, and government offices.
- The role may demand extended working hours, weekend availability during critical business periods, board meetings, audits, and high-priority engagements.
- Must be available for urgent communication, coordination, and support outside standard working hours when business requirements demand.
- Requires maintaining absolute professionalism, composure, and efficiency in a fast-paced, high-expectation corporate environment.

COMPENSATION AND BENEFITS

Compensation will be commensurate with experience, qualifications, demonstrated capability, and internal compensation structure. Benefits may include performance incentives, medical insurance, leave benefits, travel reimbursement, professional development opportunities, and other applicable company benefits as per policy.

CAREER GROWTH PATH

High-performing incumbents may progress to roles such as Chief of Staff to the MD, Business Operations Manager, Head – Corporate Affairs, Head – Strategy & Planning, or other senior leadership and governance roles based on capability, organizational growth, and performance.

📌 Asst. Manager / Secretary (Karnataka)
🏢 Hyvision India Pvt
📍 Karnataka