Role Overview

We are looking for a highly organised, tech-savvy, and proactive Executive Assistant / Executive Secretary to support the Managing Director with secretarial responsibilities, business coordination, management reporting, and day-to-day executive activities.

The role requires strong administrative and secretarial capabilities, excellent proficiency in MS Office and digital tools, and the ability to coordinate with senior management and various departments. The ideal candidate should be capable of managing the MD's schedule, handling confidential correspondence, preparing reports and presentations, coordinating meetings, and ensuring timely follow-up on important business matters.

Key Responsibilities

- Secretarial and Executive Support
- Manage the MD's calendar, appointments, meetings, and daily schedule.
- Handle emails, correspondence, phone calls, and official communications on behalf of the MD.
- Schedule internal and external meetings and coordinate with senior executives, clients, and business associates.
- Arrange domestic and international travel, hotel bookings, transportation, and travel itineraries.
- Prepare meeting agendas, minutes of meetings, briefing notes, and follow-up communications.
- Maintain confidential files, records, documents, and important correspondence.
- Ensure the MD is well-prepared for meetings by arranging relevant documents and background information.
- Business and Management Coordination
- Coordinate with department heads, CXOs, and other stakeholders on business priorities and management decisions.
- Track action items, pending approvals, and deliverables discussed during management meetings.




- Follow up with relevant teams to ensure timely completion of assigned tasks.
- Assist in preparing business review reports, management presentations, and executive summaries.
- Support special assignments and business initiatives undertaken by the MD.
- IT Skills and Digital Tools
- Demonstrate strong proficiency in MS Office, particularly Excel, PowerPoint, Word, and Outlook.
- Prepare qualified presentations, reports, trackers, and management dashboards.
- Use advanced Excel functions, PivotTables, and lookup formulas for data consolidation and reporting.
- Work efficiently with Microsoft Teams, SharePoint, and other digital collaboration tools.
- Use AI tools such as ChatGPT and Microsoft Copilot to improve productivity, prepare summaries, and streamline routine tasks.
- Maintain digital records, organise electronic documentation, and ensure proper information management.
- Coordinate with the IT department for system access, software-related requirements, and technical support when necessary.
- MIS and Documentation
- Collect and consolidate business updates from various departments.
- Maintain trackers for meetings, management decisions, pending tasks, and deadlines.
- Prepare periodic reports, presentations,



and documentation for management reviews.
- Ensure accuracy, confidentiality, and timely circulation of relevant information.
- General Secretarial and Administrative Responsibilities
- Manage the MD's office documentation, filing systems, and official records.
- Coordinate meeting rooms, conference calls, and video conferences.
- Handle expense statements, travel bills, reimbursements, and related documentation.
- Liaise with internal departments and external stakeholders for smooth coordination.
- Perform other secretarial and executive support duties as required.

Qualifications And Experience

- Graduate in any discipline; a degree in Business Administration or Commerce would be preferred.
- 5–10 years of relevant experience as an Executive Assistant, Executive Secretary, or Personal Assistant to a Managing Director, CEO, or senior executive.
- Prior experience in a corporate environment with exposure to senior management coordination is preferred.

Required Skills

- Excellent verbal and written communication skills.
- Strong command of MS Excel, PowerPoint, Word, and Outlook.
- Good presentation, documentation, and MIS reporting skills.
- Familiarity with AI tools and digital productivity applications.
- Strong calendar management, travel planning, and meeting coordination skills.
- Excellent organisational skills, attention to detail, and follow-up capabilities.
- High levels of professionalism, confidentiality, and discretion.
- Ability to multitask, prioritise work, and handle time-sensitive assignments independently.

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📌 Executive Secretary to Managing Director (Mumbai)
🏢 Nitco
📍 Mumbai