Position TitleExecutive Secretary to DirectorReporting ToDirectorLocationHO, KolkataJob PurposeTo 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 office.Key ResponsibilitiesExecutive SupportManage and maintain the Director's calendar, appointments, meetings, and travel schedules.Screen and prioritize incoming calls, emails, and correspondence.Draft, prepare, and review letters, reports, presentations, and other business documents.Act as the primary point of contact between the Director and internal/external stakeholders.Follow up on action items and ensure timely completion of assigned tasks.Meeting CoordinationOrganize and coordinate meetings, conferences, board meetings, and business reviews.Prepare meeting agendas, presentations, and meeting materials.Record minutes of meetings and circulate action points to concerned stakeholders.Track pending tasks and ensure closure within deadlines.Travel & Event ManagementArrange domestic and international travel, including flights, accommodations, and transportation.Prepare travel itineraries and expense reports.Coordinate business events, leadership meetings, and corporate functions as required.Administrative ManagementMaintain confidential records, files, and documentation.Manage office correspondence and document control systems.Handle reimbursement claims, bills,



and administrative expenses related to the Director's office.Ensure effective coordination between departments for business requirements.Communication & Stakeholder ManagementLiaise with senior management, clients, vendors, government bodies, and business partners.Maintain professionalism and confidentiality in all interactions.Support the Director in managing key business relationships.MIS & ReportingPrepare periodic MIS reports, dashboards, and business summaries.Monitor critical deadlines and provide timely reminders to the Director.Assist in data compilation, analysis, and presentation preparation.Required QualificationsBachelor's Degree in Business Administration, Commerce, Management, or related field.MBA/PGDM preferred.Experience5–10 years of experience as Executive Secretary, Executive Assistant, Personal Assistant, or similar role supporting senior leadership/directors.Required Skills & CompetenciesExcellent written and verbal communication skills.Strong organizational and time-management abilities.High level of discretion and confidentiality.Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).Ability to multitask and meet tight deadlines.Robust interpersonal and stakeholder management skills.Professional appearance and business etiquette.Excellent follow-up and coordination skills.Ability to prepare reports, presentations, and business correspondence independently.Key Performance Indicators(KPIs)Calendar and meeting management efficiency.Timely closure of actionitems.Accuracy and quality of documentation.Effective travel and event coordination.Stakeholder satisfaction and responsiveness.Confidentiality and compliance adherence.

📌 Executive Secretary (West Bengal)
🏢 Shyam Steel Industries
📍 West Bengal