JOB DESCRIPTION (JD)Secretary to Managing Director (MD)

Department: Administration / Management Office
Designation: Secretary to Managing Director (MD)
Reporting To: Managing Director
Location: Head Office
Experience: 3–5 years of relevant experience preferred

1. Job Purpose

To provide comprehensive secretarial and administrative support to the Managing Director by managing appointments, scheduling internal meetings, coordinating with department heads, tracking follow-up actions, and ensuring the smooth functioning of the MD’s office.

2. Key Roles and Responsibilities

A. MD Appointment & Calendar Management

- Manage the MD’s daily calendar, appointments, and business commitments.
- Schedule, confirm, reschedule, and prioritize appointments based on business requirements.
- Coordinate appointments with clients, consultants, vendors, business associates, and internal stakeholders.
- Ensure the MD receives timely reminders, meeting details, and relevant documents.
- Avoid scheduling conflicts and maintain an organized appointment calendar.

B. Internal Meeting Coordination

- Schedule internal meetings with department heads, project heads, and other key personnel.
- Coordinate meeting dates, timings, venues, and meeting links.
- Prepare and circulate meeting agendas in consultation with the concerned departments.
- Ensure the availability of required participants and meeting documents.
- Record Minutes of Meetings (MOM), wherever required, and circulate them to the concerned team members.
- Follow up on pending action items and ensure timely updates from the responsible persons.

C. Interdepartmental Coordination

- Act as the coordination point between the MD and various departments, including HR, Finance, Projects, Administration, and Operations.
- Collect updates, reports, and information required by the MD from department heads.




- Communicate management instructions to the concerned personnel and track completion.
- Follow up on pending approvals, decisions, and management directives.
- Coordinate with site teams and Head Office personnel for meetings, reviews, and management visits.

D. Correspondence & Communication

- Handle emails, phone calls, meeting invitations, and other official communications on behalf of the MD, as authorized.
- Draft professional emails, letters, meeting invitations, and internal communications.
- Screen and prioritize incoming communications and bring urgent matters to the MD’s attention.
- Maintain professional communication with internal and external stakeholders.

E. Documentation & Reporting

- Maintain the MD’s appointment calendar, meeting schedule, contact directory, and important documents.
- Maintain meeting records, MOMs, action trackers, and follow-up registers.
- Compile and consolidate reports and presentations required for management reviews.
- Ensure that important documents are properly organized and readily accessible.

F. Confidentiality & Professional Conduct

- Maintain strict confidentiality regarding management discussions, company information, financial matters, and business decisions.
- Exercise discretion while handling sensitive communications and documents.
- Ensure timely execution of assigned tasks and commitments.
- Maintain professional conduct and represent the MD’s office appropriately.

3.



Key Skills & Competencies

- Excellent verbal and written communication skills.
- Strong appointment scheduling and calendar management skills.
- Good coordination, follow-up, and time-management abilities.
- Proficiency in MS Outlook, MS Excel, MS Word, PowerPoint, and online meeting tools.
- Ability to prepare MOMs, action trackers, and professional correspondence.
- Strong organizational skills and attention to detail.
- Ability to prioritize multiple tasks and handle urgent requirements.
- High level of confidentiality, discretion, and professionalism.

4. Key Performance Indicators (KPIs)

- Accuracy and effectiveness of the MD’s appointment calendar.
- Timely scheduling and coordination of internal meetings.
- Timely circulation of meeting agendas, MOMs, and action items.
- Closure rate of pending follow-ups within agreed timelines.
- Timeliness and accuracy of reports and documents submitted to the MD.
- Effective coordination between the MD’s office and department heads.
- Zero unauthorized disclosure of confidential information.

5. Educational Qualification

- Any graduate degree is preferred.
- Additional certification or training in Secretarial Practice, Office Administration, or Executive Assistance is an advantage.

6. Preferred Candidate Profile

The candidate should be organized, proactive, professional, and capable of independently managing the MD’s appointment calendar, internal meeting schedules, and coordination with department heads. The candidate must demonstrate solid follow-up skills, discretion, and the ability to ensure that management commitments and decisions are tracked to completion.

Pay: ₹30,000.00 - ₹45,000.00 per month

Benefits:

- Paid sick time
- Provident Fund

Work Location: In person

📌 Management Executive – Meetings & Coordination (Guindy)
🏢 K.S. Venkatraman
📍 Guindy