General Secretary – Executive Office & AdministrationJob Title: General Secretary

Location: Chennai, Tamil Nadu

Employment Type: Full-Time

Reporting To: Managing Director / Chief Executive Officer (MD / CEO)

Work Mode: Office-Based

Position Level: Executive Office / Senior Administration

Compensation: Highly Competitive, commensurate with experience, capability and suitability

ABOUT THE ROLEWe are looking for a highly capable, articulate, exceptionally organised and professionally mature General Secretary to work directly with the Managing Director / CEO and take responsibility for the smooth, disciplined and efficient functioning of the executive office and key administrative activities of the organisation.

This is a high-trust, high-responsibility position requiring an individual with excellent command of spoken and written English, strong interpersonal and communication skills, sound administrative judgement, exceptional follow-up ability and the maturity to work closely with senior leadership.

The successful candidate will serve as an important coordination link between the MD / CEO, internal teams, clients, vendors, consultants, business associates and other stakeholders. The role requires someone who can independently manage priorities, maintain confidentiality, anticipate requirements, coordinate multiple activities simultaneously and ensure that commitments and instructions are followed through to completion.

This position is ideal for a highly professional individual who enjoys working in a fast-paced executive environment and is capable of functioning as a trusted administrative and coordination partner to senior management.

KEY RESPONSIBILITIES1.

Executive Office

Support

- Work directly with the MD / CEO on day-to-day executive, administrative and coordination requirements.
- Manage and prioritise the MD / CEO's schedule, appointments, meetings and commitments.
- Coordinate internal and external meetings, calls, discussions and follow-ups.
- Prepare meeting agendas, briefing notes, documents, presentations and supporting materials as required.
- Maintain structured records of important discussions, decisions, commitments and action points.
- Ensure timely follow-up on instructions issued by the MD / CEO.
- Track pending matters and proactively bring important deadlines, follow-ups and unresolved issues to management's attention.
- Assist the MD / CEO in maintaining an efficient and well-organised executive workflow.

2.

Office

Administration &

• Management
- Oversee the smooth day-to-day functioning of the office.
- Coordinate general administration, office requirements, facilities, supplies, documentation and administrative processes.
- Liaise with vendors, service providers, consultants, building management and other external parties.
- Monitor office requirements and ensure timely resolution of operational and administrative issues.
- Establish and maintain organised systems for files, documents, records and office information.
- Support implementation of professional office procedures, standards and administrative controls.
- Coordinate logistics for meetings, visitors, official events and business activities.

3. Communication & • Correspondence
- Draft, review, format and manage professional emails, letters, notices, reports, communications and official correspondence.
- Communicate professionally with clients, senior executives, employees,



vendors and external stakeholders.
- Maintain a consistently high standard of English in all written and verbal communication.
- Handle sensitive, confidential and senior-level correspondence with appropriate discretion.
- Ensure important communications are properly recorded, tracked and followed through.

4.

Management

Coordination &

• Follow-Up
- Act as a central coordination point between the MD / CEO and relevant departments or personnel.
- Communicate management instructions clearly and professionally.
- Follow up with responsible individuals and departments to ensure timely execution.
- Maintain action trackers, task lists, deadlines and status updates.
- Identify delays, gaps or dependencies and escalate them appropriately.
- Ensure that key management decisions translate into timely action.

5. Documentation & • Record Management
- Maintain systematic physical and digital records.
- Organise confidential documents, contracts, correspondence, reports, meeting records and management information.
- Prepare summaries, trackers, statements and administrative reports whenever required.
- Ensure accurate documentation and easy retrieval of important information.
- Maintain appropriate confidentiality and document-access discipline.

6. Meetings, Visitors & • Business Coordination
- Coordinate meetings involving the MD / CEO and internal or external stakeholders.
- Prepare meeting rooms, schedules, documents and other requirements.
- Receive and coordinate important visitors and business associates professionally.
- Record meeting outcomes and ensure action items are followed up.
- Coordinate travel, accommodation, transportation and other logistics when required.

7. Business & • Administrative Assistance
- Assist management with research, information gathering, comparisons, vendor coordination and administrative decision support.
- Prepare basic management reports, presentations, spreadsheets and summaries.
- Coordinate special assignments and time-sensitive projects entrusted by the MD / CEO.
- Handle multiple priorities while maintaining accuracy and professionalism.
- Take ownership of assigned responsibilities rather than waiting for repeated instructions.

8. Confidentiality & • Professional Conduct
- Maintain absolute discretion regarding company information, management discussions, business plans, financial information, employee matters, client information and other confidential matters.
- Exercise sound judgement regarding what information can be communicated, to whom and through which channel.
- Demonstrate integrity, reliability, professionalism and respect for organisational hierarchy.
- Represent the executive office with maturity and professionalism at all times.

ESSENTIAL SKILLS & COMPETENCIESThe candidate should demonstrate:
- Excellent English communication skills – mandatory.
- Strong spoken, written and reading proficiency in English.
- Excellent professional email and business-writing ability.
- Strong verbal communication and interpersonal skills.




- Excellent organisational and time-management skills.
- Solid office administration and coordination capabilities.
- Exceptional follow-up and task-tracking ability.
- Ability to manage multiple priorities simultaneously.
- Strong attention to detail and accuracy.
- Professional telephone and stakeholder-handling etiquette.
- Ability to prepare professional documents, reports, presentations and spreadsheets.
- Good working knowledge of Microsoft Office / Microsoft 365, including Word, Excel, PowerPoint, Outlook and Teams, or equivalent productivity tools.
- Ability to learn new software, digital tools and company systems quickly.
- Strong problem-solving and decision-support capability.
- Ability to work independently with minimal supervision.
- Strong sense of ownership, accountability and urgency.
- Ability to maintain confidentiality and exercise discretion.
- Qualified appearance, conduct and workplace etiquette.
- Ability to remain calm, composed and effective under pressure.

IDEAL CANDIDATE PROFILEWe are seeking a person who is: Highly Articulate: Can communicate confidently and professionally with senior executives and stakeholders.

Exceptionally Organised: Can manage calendars, documents, meetings, priorities, deadlines and follow-ups without losing track of details.

Proactive: Anticipates requirements, identifies pending matters and takes action before being repeatedly instructed.

Reliable: Can be trusted with important responsibilities, confidential information and time-sensitive assignments.

Professional: Maintains high standards of communication, conduct, presentation and workplace discipline.

Adaptable: Comfortable handling changing priorities and a wide variety of executive, administrative and business-coordination responsibilities.

Detail-Oriented: Notices errors, omissions, inconsistencies and pending actions that others may overlook.

Mature in Judgement: Understands professional boundaries, confidentiality, hierarchy and appropriate escalation.

QUALIFICATIONS & EXPERIENCE

- Bachelor's degree in any relevant discipline is preferred.
- Additional qualifications in Business Administration, Management, Office Administration, Secretarial Practice or a related field will be advantageous.
- Prior experience in executive administration, office management, executive assistance, administration, coordination, corporate secretarial support or a similar role is preferred.
- Experience supporting a Managing Director, CEO, Director, Founder, senior executive or leadership team will be highly valued.
- Candidates with strong relevant capability may be considered irrespective of exact academic specialisation.
- Freshers with exceptional English communication, professional maturity, organisational ability and the right aptitude may also be considered.

PERFORMANCE EXPECTATIONSSuccess in this role will be measured by the individual's ability to:
- Keep the executive office highly organised and efficient.
- Ensure timely completion and follow-up of management instructions.
- Maintain accurate and professional documentation.
- Communicate clearly and effectively with all stakeholders.
- Anticipate administrative and coordination requirements.
- Protect confidential information.
- Reduce administrative friction for the MD / CEO.
- Maintain high standards of professionalism across the office.
- Take ownership and deliver responsibilities with minimal supervision.

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