Job Purpose The Executive Secretary will provide high-level administrative and coordination support to the Director. The role requires excellent organisation, discretion, professional communication and the ability to manage multiple priorities independently.

The position will serve as a key coordination point between the Director and internal departments, customers, vendors, consultants and other external stakeholders.

Key Responsibilities

Executive and Administrative Support

- Manage the Directors calendar, appointments, meetings and daily schedule.
- Prioritise meeting requests and protect the Director’s time from avoidable scheduling conflicts.
- Prepare daily and weekly schedules, reminders and follow-up lists.
- Handle confidential correspondence, reports and management information with complete discretion.
- Draft and format emails, letters, presentations, meeting notes and business documents.
- Maintain organised physical and digital records for quick retrieval.

Meeting Coordination and Follow-up

- Schedule internal and external meetings, including online meetings.
- Prepare meeting agendas, background information and supporting documents.
- Record Minutes of Meeting and clearly document decisions, responsibilities and deadlines.
- Circulate action points and follow up with concerned team members until closure.
- Maintain an action tracker and regularly update the Director on pending and overdue matters.
- Ensure the Director is adequately briefed before important meetings.

Communication and Stakeholder Coordination

- Act as the first point of contact for matters addressed to the Director’s office.
- Coordinate professionally with senior management, employees, customers, vendors, consultants and other stakeholders.
- Screen calls, emails and requests and redirect them appropriately.
- Communicate instructions from the Director accurately and follow up on their implementation.
- Maintain professional relationships while handling sensitive or demanding situations tactfully.

Travel and Event Coordination

- Arrange domestic and international travel,



including tickets, accommodation, transportation, visas and travel documentation.
- Prepare detailed travel itineraries and coordinate last-minute changes when required.
- Maintain travel records, bills and expense statements.
- Coordinate management meetings, conferences, customer visits and official events.

Reporting and Information Management

- Consolidate departmental updates and prepare summaries for the Director’s review.
- Track important commitments, approvals, submissions and management deadlines.
- Prepare MIS reports, dashboards and presentations as required.
- Verify the completeness and accuracy of documents before submitting them to the Director.
- Maintain confidentiality of strategic, commercial, employee and management information.

Office and Special Assignments

- Coordinate special projects assigned by the Director and monitor their progress.
- Support the preparation of management reviews, board-level documents and business presentations.
- Liaise with different departments to obtain timely information and closure of assigned actions.
- Identify delays or risks and escalate them to the Director in advance.
- Perform other responsibilities connected with the effective functioning of the Director’s office.

Educational Qualification

- Bachelor’s degree in Business Administration, Commerce, Management, English, Secretarial Practice or a related discipline.
- A postgraduate qualification, executive-assistance certification or secretarial qualification will be an advantage.

Experience Requirements

- 5–8 years of relevant experience as an Executive Secretary, Executive Assistant, Personal Assistant or in a similar position.




- Prior experience supporting a Director, CEO, Managing Director or other senior leadership professional is essential.
- Experience in an engineering, manufacturing, project-based or industrial organisation will be preferred.
- Demonstrated experience in calendar management, meeting coordination, documentation and action tracking is required.

Required Skills and Competencies

- Excellent written and verbal communication skills.
- Strong command of English and professional business correspondence.
- Advanced working knowledge of Microsoft Outlook, Word, Excel, PowerPoint and Teams.
- Solid planning, prioritisation and time-management ability.
- Ability to prepare accurate Minutes of Meeting and follow-up trackers.
- High level of confidentiality, integrity and professional judgement.
- Ability to work independently with minimal supervision.
- Strong attention to detail and document-control discipline.
- Ability to handle pressure, competing priorities and last-minute changes.
- Professional appearance and interpersonal conduct.
- Willingness to provide schedule flexibility when critical business requirements arise.

Key Performance Indicators

- Accuracy and effectiveness of calendar and meeting management.
- Timely preparation and circulation of agendas and meeting minutes.
- Percentage of assigned action items followed up and closed within deadlines.
- Accuracy and quality of correspondence, reports and presentations.
- Timeliness of travel and meeting arrangements.
- Responsiveness to the Director and key stakeholders.
- Proper maintenance and retrieval of confidential records.
- Anticipation and early escalation of scheduling conflicts, delays and business risks.

Preferred Candidate Profile The ideal candidate should be mature, dependable, highly organised and discreet. The person must go beyond routine scheduling and actively ensure that decisions, commitments and assigned actions are properly documented, followed up and brought to closure.

📌 Executive Secretary To Director (Pune)
🏢 Tekdpro Solution
📍 Pune