Post: Executive Secretary to the Director

Job Summary:

The Executive Secretary to the Director will provide high-level administrative and secretarial support to the Director by managing schedules, coordinating meetings, handling confidential correspondence, organizing travel, maintaining records, and ensuring the smooth execution of day-to-day executive operations. The role requires exceptional organizational skills, discretion, professionalism, and the ability to work in a fast-paced environment.

Key ResponsibilitiesExecutive & Administrative Support
- Manage the Director's calendar, appointments, meetings, and daily schedule.
- Prioritize and coordinate meetings, ensuring efficient time management.
- Screen and manage phone calls, emails, and other communications.
- Draft, proofread, and prepare professional correspondence, reports, presentations, and meeting documents.
- Maintain confidential files, records, and documentation with the highest level of discretion.
- Organize and maintain both physical and digital filing systems.

Meeting Coordination




- Schedule internal and external meetings.
- Prepare meeting agendas, presentations, and supporting documents.
- Record minutes of meetings (MOM) and circulate action points.
- Track follow-up actions and ensure timely completion.

Travel & Logistics
- Arrange domestic and international travel, including flights, hotel bookings, visas, transportation, and itineraries.
- Prepare travel schedules and ensure all travel-related documentation is complete.

Communication & Coordination
- Act as the primary point of contact between the Director and internal/external stakeholders.
- Coordinate with departments to gather reports, updates, and required information.
- Follow up on pending tasks assigned by the Director.
- Maintain skilled relationships with clients, vendors, consultants, and government officials.

Documentation & Reporting
- Prepare reports, MIS, presentations, and business documents.
- Assist in prepari

📌 Executive Secretary to Managing Director (Kolkata)
🏢 CL & Sons
📍 Kolkata