Job Posting: Executive Assistant / Secretary to the Managing Director

Position: Executive Assistant / Secretary to the Managing Director

Department: Office of the Managing Director

Location: Jayanagar

Reporting To: Managing Director

About the Role

We are looking for a highly organized, proactive, discreet, and professional Secretary to the Managing Director to provide comprehensive executive and administrative support to the Managing Director.

The successful candidate will work closely with the Managing Director to manage his daily schedule, correspondence, meetings, travel, projects, and communications. The role requires excellent coordination skills and the ability to work effectively with senior management, internal departments, external stakeholders, and employees while handling confidential and sensitive information with the highest level of discretion.

The ideal candidate will be someone who can anticipate requirements, manage competing priorities, follow up on commitments, and ensure that the Managing Director's time and responsibilities are managed efficiently.

Key Responsibilities

1. Executive & Calendar Management

Work directly with the Managing Director to support all aspects of his daily work routine.

Proactively manage the Managing Director's complex and dynamic calendar, including meetings, appointments, engagements, reviews, and other commitments.

Prioritize and coordinate competing meeting requests and advise the Managing Director on upcoming commitments and time-sensitive matters.

Monitor schedules, deadlines, commitments, and follow-up actions to ensure timely completion.

Exercise sound judgment and discretion when determining priorities and managing the Managing Director's time.

Keep the Managing Director informed of important, urgent, and priority matters requiring attention.

Maintain the Managing Director's work plan, projects, responsibilities, and key commitments.

2. Communication & Liaison

Act as a key liaison between the Managing Director, employees, senior management, departments, clients, visitors, and external stakeholders.

Receive and screen telephone calls, visitors, emails, correspondence, and other communications.

Respond to routine enquiries with professionalism, tact, and diplomacy and direct matters to the appropriate person or department.

Take accurate messages and ensure appropriate follow-up.

Coordinate communication and workflow across Sales, Marketing, Finance, Accounts, Operations, and other departments.

Coordinate with internal teams and support cross-functional collaboration as required.

Maintain professional contact with internal and external stakeholders on behalf of the Managing Director.

3. Meeting & Governance Support

Schedule departmental, management, strategic, and review meetings.

Coordinate Strategic Management Group meetings, Monthly Review Meetings, and other executive meetings.

Arrange meeting rooms, catering, travel, and accommodation for internal and external participants.

Prepare, compile, and circulate agendas, presentations, reports, and supporting documents.

Attend meetings as required and take accurate notes.

Prepare initial drafts of meeting minutes, summaries, and action points.

Monitor agreed actions and follow up with relevant departments or individuals.





Provide administrative support for governance and management meetings.

4. Travel Management

Arrange domestic and international travel for the Managing Director with minimal supervision.

Coordinate flights, accommodation, ground transportation, meeting schedules, and itineraries.

Manage travel-related documentation, including visa requirements and supporting documents where applicable.

Ensure travel arrangements are aligned with the Managing Director's preferences, schedule, and business requirements.

Coordinate travel arrangements for external participants attending key meetings and events.

5. Documentation & Presentation Support

Draft and prepare routine correspondence, letters, emails, reports, and other documents for the Managing Director's review and signature.

Prepare presentations, PowerPoint decks, white papers, reports, spreadsheets, tables, charts, and meeting materials.

Transcribe and format source materials into professional documents.

Compile information from internal and external sources for reports, presentations, and management requirements.

Conduct basic internet and information searches and present findings in appropriate formats.

Support the preparation of information for website and intranet requirements.

Proofread and ensure accuracy, consistency, and professional presentation of documents.

6. Administrative & Office Support

Handle printing, scanning, copying, faxing, filing, mailing, and other routine administrative activities.

Sort and triage incoming and outgoing mail and correspondence.

Maintain electronic and physical filing systems.

Maintain contact databases, mailing lists, address directories, and other records.

Manage confidential and sensitive documents and information appropriately.

Maintain organized records of the Managing Director's correspondence, meetings, projects, and commitments.

Provide general secretarial and administrative support to the Managing Director and other senior executives as required.

7. Project & Departmental Coordination

Assist the Managing Director with project planning, initiation, execution, monitoring, prioritization, and follow-up.

Support the coordination of projects and initiatives across different departments.

Monitor project milestones, deliverables, deadlines, and outstanding actions.

Coordinate with relevant stakeholders to ensure timely progress and completion of assignments.

Support collaboration between end-users, departments, and management teams.

Assist with special projects, research, reports, presentations, and other assignments as required.

Coordinate work with other administrative and support staff to ensure smooth execution of priorities.

8. Finance & Expense Administration

Prepare, process, reconcile, and submit expense claims and reports for the Managing Director.

Maintain accurate records of the Managing Director's business-related expenditure.





Monitor expenditure against approved budgets and organizational guidelines.

Coordinate with the Finance and Accounts departments regarding expense claims, payments, and related matters.

Maintain appropriate supporting documentation for expenses and financial records.

9. Confidentiality & Skilled Standards

Maintain strict confidentiality regarding business, financial, legal, personnel, strategic, and other sensitive information.

Exercise discretion and professionalism when dealing with senior management, employees, clients, and external stakeholders.

Handle sensitive matters with maturity, diplomacy, and sound judgment.

Ensure information is shared only with appropriate individuals and in accordance with organizational requirements.

10. Special Projects & Additional Responsibilities

Undertake special projects and assignments as directed by the Managing Director.

Support organizational events, team meetings, retreats, and other management activities.

Provide secretarial and administrative support to other executives or departments when required.

Perform other clerical, coordination, and administrative duties as assigned from time to time.

Candidate Profile The ideal candidate will be:

- Highly organized, structured, and detail-oriented.
- Proactive and capable of anticipating the Managing Director's requirements.
- Excellent at managing multiple priorities and working under pressure.
- Professional, polished, and confident when interacting with senior stakeholders.
- Discreet and trustworthy, with the ability to handle highly confidential information.
- Strong in written and verbal communication.
- Comfortable coordinating across multiple departments and functions.
- Flexible and adaptable to changing schedules and priorities.
- Strong in follow-up, time management, and task coordination.
- Able to work independently with minimal supervision while also functioning effectively as part of a team.

Required Skills & Qualifications

- Bachelor's degree or equivalent qualification in Business Administration, Management, Secretarial Studies, or a related field.
- 3-5 years of experience in executive secretarial, executive assistant, personal assistant, or senior administrative roles.
- Previous experience supporting a Managing Director, CEO, Director, or senior executive is highly preferred.
- Excellent calendar, meeting, travel, and diary management skills.
- Robust proficiency in MS Office, including Word, Excel, PowerPoint, and Outlook.
- Excellent document preparation and presentation skills.
- Strong written and spoken English communication skills.
- Ability to prepare professional reports, presentations, spreadsheets, and correspondence.
- Strong organizational and coordination abilities.
- Ability to maintain confidentiality and exercise sound judgment.
- Experience handling domestic and international travel arrangements is preferred.

What We Offer

- Opportunity to work closely with senior leadership and gain exposure to strategic business operations.
- A professional and collaborative working setting.
- Opportunities to work across multiple business functions and departments.
- Exposure to strategic projects, management meetings, and organizational initiatives.
- Competitive compensation and benefits based on experience and qualifications.

📌 Secretary To Managing Director / Executive Assistant (Bengaluru)
🏢 Kumar Organic Products
📍 Bengaluru