Job Description

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- Position Title
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Executive Secretary to Director

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- Reporting T
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oDirecto

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- rLocatio
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nHO, Kolkat

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- a Job Purpo
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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

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- e. Key Responsibilit
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iesExecutive Supp

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- ortManage and maintain the Director's calendar, appointments, meetings, and travel schedul
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- es.Screen and prioritize incoming calls, emails, and corresponden
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- ce.Draft, prepare, and review letters, reports, presentations, and other business documen
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- ts.Act as the primary point of contact between the Director and internal/external stakeholde
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- rs.Follow up on action items and ensure timely completion of assigned tas
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ks.Meeting Coordinat

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- ionOrganize and coordinate meetings, conferences, board meetings, and business revie
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- ws.Prepare meeting agendas, presentations, and meeting materia
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- ls.Record minutes of meetings and circulate action points to concerned stakeholde
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- rs.Track pending tasks and ensure closure within deadlin
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es.Travel & Event Managem

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- entArrange domestic and international travel, including flights, accommodations, and transportati
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- on.Prepare travel itineraries and expense repor
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- ts.Coordinate business events, leadership meetings, and corporate functions as requir
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ed.Administrative Managem

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- entMaintain confidential records, files, and documentati
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- on.Manage office correspondence and document control syste
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- ms.Handle reimbursement claims, bills, and administrative expenses related to the Director's offi
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- ce.Ensure effective coordination between departments for business requiremen
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ts.Communication & Stakeholder Managem

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- entLiaise with senior management, clients, vendors, government bodies, and business partne
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- rs.Maintain professionalism and confidentiality in all interactio
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- ns.Support the Director in managing key business relationshi
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ps.MIS & Report

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- ingPrepare periodic MIS reports, dashboards, and business summari
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- es.Monitor critical deadlines and provide timely reminders to the Direct
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- or.Assist in data compilation, analysis, and presentation preparati
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on.
n Required Qualificat

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- ionsBachelor's Degree in Business Administration, Commerce, Management, or related fi
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- eld.MBA/PGDM prefer
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red.
n Exper

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- ience5–10 years of experience as Executive Secretary, Executive Assistant, Personal Assistant, or similar role supporting senior leadership/direc
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tors.
n Required Skills & Compet

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

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

📌 Executive Secretary (Kolkata)
🏢 Shyam Steel Industries
📍 Kolkata