JOB DESCRIPTION

Executive Assistant to the General Secretary

Designation: Executive Assistant to the General Secretary

Department: General Secretary’s Office / Administration

Reporting To: General Secretary

Location: [Institution/Organization Name]

Job Summary

The Executive Assistant to the General Secretary will provide high-level administrative, coordination, communication, and organizational support to the General Secretary. The role involves managing schedules, correspondence, meetings, documentation, follow-ups, and coordination with various departments, Principals, senior management, and external stakeholders.

Key Responsibilities

- Manage and maintain the General Secretary’s calendar, appointments, meetings, and schedules.

- Coordinate and follow up on meetings, instructions, assignments, and decisions issued by the General Secretary.

- Prepare and maintain official correspondence, letters, notices, reports, presentations, and other documents.

- Handle emails, communications, and important information requiring the attention of the General Secretary.

- Coordinate with Principals, Deans, Heads of Departments, HR, Administration, Accounts, and other departments on behalf of the General Secretary.

- Maintain proper records of meetings, minutes, official documents, correspondence, and pending matters.

- Prepare meeting agendas, briefing notes, reports, and follow-up action points as required.

- Monitor pending tasks and ensure timely follow-up with concerned departments.

- Assist in coordinating institutional meetings, events, visits, conferences, and official programmes.

- Maintain confidentiality of sensitive information, management decisions, employee matters, and institutional records.

- Receive and organize information from different departments and present it to the General Secretary in a concise and structured manner.

- Coordinate with external visitors, officials, vendors,



and other stakeholders as directed.

- Draft professional communications on behalf of the General Secretary when required.

- Support the General Secretary in administrative planning, coordination, documentation, and day-to-day office operations.

- Maintain an organized filing and documentation system, including digital and physical records.

- Track important deadlines, approvals, and commitments and provide timely reminders.

- Perform any other duties and responsibilities assigned by the General Secretary / Senior Management.

Required Skills & Competencies

- Excellent written and verbal communication skills.

- Strong organizational and time-management abilities.

- Proficiency in MS Office, Google Workspace, email, documentation, and spreadsheets.

- Good drafting and correspondence skills.

- Strong coordination and follow-up skills.

- Ability to handle confidential and sensitive information with discretion.

- Professional attitude, maturity, and interpersonal skills.

- Ability to manage multiple priorities and work under deadlines.

- Strong attention to detail and record-keeping ability.

- Ability to interact professionally with senior management and different departments.

Qualification & Experience

Qualification: Graduate in any discipline; MBA/PG degree or relevant professional qualification will be an advantage.

Experience: Preferably 3–5 years of relevant experience as an Executive Assistant, Personal Assistant, Management Coordinator, Administrative Executive, or in a similar role, preferably in an educational institution or corporate setting.

Key Attributes

- Professionalism and confidentiality

- Reliability and accountability

- Proactive approach

- Strong coordination and follow-up

- Discretion and sound judgment

- Ability to work closely with senior management

- Excellent documentation and communication skills

Pay: ₹25,000.00 - ₹40,000.00 per month

Work Location: In person

📌 executive assistant to general secretary (Panchkula)
🏢 Swami Devi Dyal Group of Professional Institutions, Panchkula
📍 Panchkula