Executive Secretary to Director

Position: Executive Secretary to Director
Department: Administration / Executive Office
Reports To: Director / Managing Director
Industry: FMCG

Job Summary

The Executive Secretary to the Director provides high-level administrative, secretarial, accounting, and coordination support to the Director. The role involves managing schedules, correspondence, basic financial records, meetings, travel arrangements, documentation, and coordination with internal departments, suppliers, customers, and government authorities to ensure smooth business operations.

Key Responsibilities

Executive & Administrative Support

- Manage the Director's calendar, appointments, meetings, and travel schedules.
- Screen phone calls, emails, and visitors on behalf of the Director.
- Draft and prepare letters, reports, presentations, and official correspondence.
- Maintain confidential records, documents, and files.
- Organize and coordinate board meetings, management reviews, and business discussions.

Finance & Accounting Support

- Handle basic bookkeeping, expense tracking, and petty cash management for the executive office.
- Assist with invoice processing, vendor payment follow-ups, and reconciliation of executive accounts.
- Prepare basic financial summaries, expense reports, and budget tracking documents.
- Coordinate with the internal finance team for timely submission of bills, vouchers, and reimbursement claims.

Meeting Coordination

- Prepare meeting agendas and presentation materials.
- Attend meetings and record Minutes of Meeting (MoM).




- Track action items and follow up with department heads for timely completion.
- Coordinate communication between the Director and various departments.

Business Coordination

- Liaise with procurement, production, quality, sales, logistics, and finance teams.
- Coordinate with rice suppliers, traders, exporters, transporters, and government agencies.
- Assist in preparing business reports, production summaries, and management dashboards.
- Monitor key deadlines, compliance submissions, and project activities.

Documentation & Communication

- Prepare presentations, MIS reports, and business correspondence.
- Maintain records of contracts, licenses, certifications, statutory documents, and financial files.
- Ensure proper filing and retrieval of important company records.
- Handle confidential business and financial information with strict discretion.

Required Qualifications

- B.Com / M.Com or equivalent degree.
- Minimum 2 years of experience in accounting, bookkeeping, or financial administration required.

Skills Required

- Solid understanding of core accounting principles, financial management, and bookkeeping.
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Proficiency in MS Office (Excel, Word, PowerPoint, Outlook) and accounting software (e.g., Tally, QuickBooks, ERP modules).
- High level of confidentiality, accuracy with financial data, and professionalism.
- Strong follow-up and coordination skills.

Pay: ₹18,000.00 - ₹25,000.00 per month

Perks:

- Food provided

Work Location: In person

📌 Executive Secretary to Director (India)
🏢 Pavizham Rice Industries
📍 India