– Secretary to the Director

Position: Secretary to the Director

Department: Administration / Management

Reporting To: Director

Location: Andheri West

Employment Type: Full time

Experience: 3–5 years in a similar role preferred

Job Summary The Secretary to the Director will provide high-level administrative, organizational, and coordination support to the Director. The role requires excellent communication, discretion, time management, and the ability to handle confidential information while coordinating effectively with internal teams and external stakeholders.

Key Responsibilities

1. Calendar & Schedule Management

- Manage and maintain the Director's daily calendar, appointments, meetings, and engagements.
- Schedule, coordinate, and reschedule meetings as required.
- Ensure the Director is well-prepared for meetings by arranging relevant documents and information.
- Coordinate travel arrangements, itineraries, accommodation, and related logistics when required.

2. Correspondence & Communication

- Handle emails, letters, notices, and other correspondence on behalf of the Director.
- Draft and proofread official letters, communications, reports, presentations, and other documents.
- Maintain professional communication with staff, management, parents, vendors, visitors, and other stakeholders.
- Screen and prioritize calls, emails, and requests requiring the Director's attention.

3. Meeting Coordination

- Organize meetings, prepare agendas, and circulate meeting-related documents.
- Record and maintain minutes of meetings when required.
- Track action points and follow up with concerned departments/personnel to ensure timely completion.
- Coordinate meetings between the Director and staff, management, external agencies, and other stakeholders.

4. Administrative Support

- Maintain confidential files, records, documents, and important correspondence.




- Prepare reports, presentations, MIS reports, and other management documents.
- Maintain an organized filing and documentation system, both physical and digital.
- Assist the Director in monitoring important deadlines, commitments, and pending matters.

5. Coordination & Follow-up

- Act as a communication link between the Director and various departments.
- Follow up with department heads and employees on instructions delegated by the Director.
- Ensure that important matters requiring the Director's attention are highlighted promptly.
- Coordinate with HR, Finance, Administration, Academics, Operations, and other departments as required.

6. Confidentiality & Professional Conduct

- Handle sensitive and confidential information with utmost discretion.
- Maintain strict confidentiality regarding management decisions, employee matters, financial information, and organizational affairs.
- Exercise professionalism and sound judgment while interacting with internal and external stakeholders.

Required Skills & Competencies
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Excellent follow-up and coordination skills.
- Good knowledge of MS Office – Word, Excel, PowerPoint and Outlook/email.
- Strong calendar and meeting-management skills.
- Ability to draft professional correspondence.
- Good attention to detail and documentation skills.
- Ability to work under pressure and manage multiple priorities.
- Professional appearance, conduct, and interpersonal skills.
- High level of confidentiality, discretion, and integrity.

Educational Qualification
- Graduate/PG in any discipline.
- Diploma/Certification in Secretarial Practice, Administration, or Office Management would be an advantage.

Pay: ₹30,000.00 - ₹35,000.00 per month

Experience

- Real estate appraisal: 2 years (Required)

Work Location: In person

📌 Secretary to Director (Andheri East)
🏢 Gundecha Group
📍 Andheri East