Job Description – Secretary to CEO

Company: DC Books India Private Limited
Location: Head Office, Kottayam, Kerala
Department: Executive Administration
Employment Type: Full-time

About DC Books

DC Books is one of India’s leading publishing houses, with a strong presence in publishing, bookselling, and related educational ventures. We are committed to excellence, professionalism, and continuous growth across our business operations.

Job Summary

We are looking for a highly organized, proactive, and trustworthy Secretary to the CEO to manage the day-to-day operations of the CEO’s office and provide executive secretarial and administrative support. The ideal candidate should have excellent communication, coordination, time management, and organizational skills, with the ability to handle confidential information with the utmost discretion.

Key Responsibilities

1. Executive & Secretarial Support

- Manage the CEO’s daily schedule, appointments, meetings, and calendar.
- Handle corporate correspondence, including emails, letters, and other official communications.
- Monitor incoming communications and ensure timely, professional responses and follow-ups.
- Draft official letters, emails, reports, and other correspondence as required.
- Welcome and coordinate visits of guests and business associates, ensuring appropriate arrangements and hospitality.

2. Document & Confidentiality Management

- Maintain an effective filing system for physical and digital documents.
- Ensure regular filing and retrieval of letters, emails, and official records.
- Handle confidential documents and sensitive information with the highest level of discretion and security.

3. Travel & Expense Coordination

- Coordinate air and train ticket bookings, visa processing, and travel arrangements for the CEO, family members, and employees travelling on official duty.
- Liaise with travel agencies and coordinate ticket payments with the Finance Department.




- Assist in managing the CEO’s personal accounts and coordinating credit card bill settlements, as authorized.

4. Executive Administration

- Collect and coordinate the submission of utility bills for timely processing.
- Manage the allocation and tracking of CUG SIM cards for employees.
- Coordinate membership and licence renewals for DC Books and Current Books journals and magazines.
- Maintain records of renewals, payments, and related documentation.

5. Transport & Facility Coordination

- Coordinate company vehicle management, including vehicle allocation, mapping, and usage records, wherever applicable.
- Monitor and coordinate parking arrangements within the office premises.
- Liaise with internal departments and external service providers to ensure smooth administrative operations.

Skills & Qualifications

- Bachelor’s degree in any discipline; additional qualifications in Secretarial Practice or Business Administration will be an advantage.
- Previous experience as an Executive Secretary, Personal Assistant, Secretary to Senior Management, or in a similar administrative role.
- Excellent written and verbal communication skills in English and Malayalam.
- Proficiency in MS Office, email management, calendar scheduling, and document handling.
- Strong organizational, multitasking, and follow-up skills.
- High level of integrity, confidentiality, professionalism, and attention to detail.
- Ability to coordinate effectively with senior management, internal departments, vendors, and external stakeholders.

Preferred Candidate Profile

A professional, detail-oriented individual who can independently manage executive office activities, prioritize tasks, maintain confidentiality, and ensure the smooth functioning of the CEO’s office.

Job Type: Full-time

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits:

- Health insurance
- Provident Fund

Education:

- Bachelor's (Preferred)

Experience:

- total work: 3 years (Preferred)

Work Location: In person

📌 Secretary to CEO (Kottayam)
🏢 DC BOOKS INDIA PRIVATE
📍 Kottayam