Position Title
Executive Secretary to Director

Reporting T
oDirecto
rLocatio
nHO, Kolkat

a
Job Purpo
seTo provide high-level administrative, secretarial, and executive support to the Director by managing schedules, coordinating communications, handling confidential information, organizing meetings, and ensuring smooth day-to-day operations of the Director's offic

e.
Key Responsibilit
iesExecutive Supp
ortManage and maintain the Director's calendar, appointments, meetings, and travel schedul
es.Screen and prioritize incoming calls, emails, and corresponden
ce.Draft, prepare, and review letters, reports, presentations, and other business documen
ts.Act as the primary point of contact between the Director and internal/external stakeholde
rs.Follow up on action items and ensure timely completion of assigned tas
ks.Meeting Coordinat
ionOrganize and coordinate meetings, conferences, board meetings, and business revie
ws.Prepare meeting agendas, presentations, and meeting materia
ls.Record minutes of meetings and circulate action points to concerned stakeholde
rs.Track pending tasks and ensure closure within deadlin
es.Travel & Event Managem
entArrange domestic and international travel, including flights, accommodations, and transportati
on.Prepare travel itineraries and expense repor
ts.Coordinate business events, leadership meetings, and corporate functions as requir
ed.Administrative Managem
entMaintain confidential records, files, and documentati
on.Manage office correspondence and document control syste
ms.Handle reimbursement claims, bills, and administrative expenses related to the Director's offi




ce.Ensure effective coordination between departments for business requiremen
ts.Communication & Stakeholder Managem
entLiaise with senior management, clients, vendors, government bodies, and business partne
rs.Maintain professionalism and confidentiality in all interactio
ns.Support the Director in managing key business relationshi
ps.MIS & Report
ingPrepare periodic MIS reports, dashboards, and business summari
es.Monitor critical deadlines and provide timely reminders to the Direct
or.Assist in data compilation, analysis, and presentation preparati

on.
Required Qualificat
ionsBachelor's Degree in Business Administration, Commerce, Management, or related fi
eld.MBA/PGDM prefer

red.
Exper
ience5–10 years of experience as Executive Secretary, Executive Assistant, Personal Assistant, or similar role supporting senior leadership/direc

tors.
Required Skills & Compet
enciesExcellent written and verbal communication s
kills.Strong organizational and time-management abil
ities.High level of discretion and confidenti
ality.Proficiency in Microsoft Office (Word, Excel, PowerPoint, Out
look).Ability to multitask and meet tight dead
lines.Strong interpersonal and stakeholder management s
kills.Skilled appearance and business etiq
uette.Excellent follow-up and coordination s
kills.Ability to prepare reports, presentations, and business correspondence independ

ently.
Key Performance Indicators
(KPIs)Calendar and meeting management effi
ciency.Timely closure of action
items.Accuracy and quality of documen
tation.Effective travel and event coordi
nation.Stakeholder satisfaction and responsi
veness.Confidentiality and compliance adh

erence.

📌 Executive Secretary (West Bengal)
🏢 Shyam Steel Industries
📍 West Bengal