Position Summary

The Executive Secretary to the Managing Director is responsible for providing high-level executive, administrative, and secretarial support to the Managing Director. The role serves as the primary point of coordination between the MD and internal as well as external stakeholders, ensuring effective communication, effective schedule management, timely follow-up of business priorities, and maintenance of confidential records.

The position requires exceptional organizational skills, professionalism, discretion, business communication capabilities, and the ability to handle multiple priorities in a fast-paced environment.

Key Responsibilities

Executive Office Management
- Manage and maintain the Managing Director's calendar, appointments, meetings, and business schedules.
- Coordinate daily activities, priorities, and commitments of the Managing Director.
- Screen and prioritize incoming emails, correspondence, and visitors.
- Ensure effective time management and scheduling of executive meetings.
- Organize and maintain the MD's office records, files,



and confidential documents.

Meeting Management
- Schedule internal and external meetings on behalf of the Managing Director.
- Prepare meeting agendas, supporting documents, presentations, and briefing materials.
- Attend meetings as required and prepare Minutes of Meeting (MOM).
- Track action items and follow up with department heads on completion status.
- Maintain records of management decisions and follow-up actions.

Communication & Coordination
- Act as a liaison between the Managing Director and department heads
- Coordinate communication with clients, consultants, suppliers, and business associates.
- Draft professional correspondence, letters, emails, notices, and reports on behalf of the Managing Director.
- Ensure timely dissemination of management instructions and communications.

Follow-up & Business Coordination
- Follow up with department heads on projects, reports, deadlines, and mana

📌 Executive Secretary to Managing Director (Peenya)
🏢 Milestone Aluminium Company
📍 Peenya