Position Title

Executive Secretary to Director

- Reporting T

oDirecto

- rLocatio

nHO, Kolkat

- a

Job Purpo

se To 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

ies Executive Supp

- ort Manage 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

- ion Organize 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

- ent Arrange 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

- ent Maintain 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

- ent Liaise 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

- ing Prepare 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

- ions Bachelor'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

- encies Excellent 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, Power Point, Out
- look). Ability to multitask and meet tight dead
- lines. Solid 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 (Howrah)
🏢 Shyam Steel Industries
📍 Howrah