Job Description – Secretary to the Managing Director

Company: MSI Communications
Job Title: Secretary to the Managing Director
Department: Administration / Executive Office
Reporting To: Managing Director
Location: Kozhikode, Kerala

1. Job Summary

The Secretary to the Managing Director will provide high-level administrative, secretarial, and coordination support to the Managing Director. The role involves managing schedules, coordinating meetings, handling official correspondence, maintaining confidential records, and ensuring the smooth functioning of the Managing Director’s office.

2. Key Responsibilities

- Manage the Managing Director’s daily schedule, appointments, meetings, and calendar.
- Coordinate internal and external meetings, including preparing agendas and meeting materials.
- Handle official emails, letters, communications, and follow-ups on behalf of the Managing Director.
- Prepare reports, presentations, meeting minutes, and other official documents.
- Coordinate with department heads, employees, clients, vendors, and other stakeholders as required.
- Maintain confidential files, records, documents, and business information.
- Monitor pending tasks and follow up with concerned departments to ensure timely completion.
- Arrange travel, accommodation, transportation, and other business-related requirements.
- Screen and manage incoming calls, visitors, and meeting requests professionally.
- Support the Managing Director in administrative planning, documentation, and daily business activities.
- Ensure proper filing, documentation, and timely circulation of important communications.
- Handle sensitive information with discretion and maintain strict confidentiality.
- Perform other duties and special assignments entrusted by the Managing Director.

3. Educational Qualification





- Bachelor’s degree in Business Administration, Commerce, Management, or any relevant discipline.
- Additional certification in Secretarial Practice or Office Administration will be an advantage.

4. Experience

- 2–5 years of experience in executive assistance, secretarial work, or office administration.
- Previous experience supporting a Managing Director, CEO, or senior management executive will be preferred.

5. Required Skills and Competencies

- Excellent verbal and written communication skills.
- Strong organizational, time-management, and multitasking abilities.
- Proficiency in MS Office, including Word, Excel, PowerPoint, and Outlook or similar email/calendar tools.
- Good email drafting, documentation, and report-preparation skills.
- Professional telephone etiquette and interpersonal skills.
- Ability to prioritize tasks and work under pressure.
- High level of integrity, discretion, and confidentiality.
- Strong follow-up, coordination, and problem-solving skills.
- Professional appearance, conduct, and a positive attitude.

6. Key Performance Indicators (KPIs)

- Effective management of the Managing Director’s calendar and appointments.
- Timely completion of assigned tasks and follow-ups.
- Accuracy and quality of official documents and reports.
- Efficient coordination of meetings and business travel.
- Timely handling of emails and official correspondence.
- Proper maintenance of confidential records and documentation.
- Professional communication and coordination with internal and external stakeholders.

7. General Expectations

The employee is expected to maintain professional conduct, adhere to company policies and procedures, protect confidential business information, and support the Managing Director in ensuring effective executive office operations.

Pay: ₹12,000.00 - ₹20,000.00 per month

Work Location: In person

📌 Secretary to Managing Director (Kozhikode)
🏢 MSI COMMUNICATIONS
📍 Kozhikode