Role Overview
We are looking for a highly professional, organized, and proactive Secretary to support the CFO and Managing Director in managing daily executive operations, scheduling, communication, travel coordination, documentation, and stakeholder management.
The ideal candidate should possess excellent coordination skills, strong business communication abilities, confidentiality, attention to detail, and the ability to handle multiple priorities in a fast-paced corporate environment.
Key Responsibilities
Executive Coordination & Calendar Management
- Manage and maintain the calendars, appointments, meetings, and travel schedules of the CFO and MD.
- Coordinate internal and external meetings, leadership reviews, investor meetings, board discussions, and business appointments.
- Prioritize and schedule meetings based on business urgency and stakeholder availability.
- Ensure timely reminders, meeting preparedness, and agenda circulation.
Communication & Correspondence
- Draft, review, and manage professional emails, letters, presentations, MOMs, and executive communication.
- Handle confidential correspondence and sensitive business information with high discretion.
- Act as a coordination point between leadership, internal departments, investors, consultants, auditors, and external stakeholders.
Travel & Logistics Management
- Arrange domestic and international travel bookings, hotel accommodations, visas, transport, and itineraries.
- Manage travel-related documentation and expense coordination.
- Ensure smooth logistics for leadership visits, conferences, and business events.
Meeting Management & Documentation
- Prepare meeting agendas, presentations, reports, and discussion notes.
- Record Minutes of Meetings (MOMs) and track action items for closure.
- Coordinate board meetings, leadership reviews, and strategic discussions.
Office & Administrative Support
- Maintain executive records, files, confidential documents, and approvals systematically.
- Support document management, invoice coordination, vendor communication, and administrative tasks.
- Coordinate with HR, Finance, Legal, and Administration teams for executive requirements.
Stakeholder Management
- Professionally engage with senior leadership, investors, clients, banks, consultants, and government authorities where required.
- Ensure timely follow-ups and closure of pending matters across teams.
Desired Candidate Profile
Educational Qualification
- Graduate in any discipline.
- Additional certification in Executive Assistance, Administration, or Secretarial Practice will be preferred.
Experience
- 5–12 years of experience as an Executive Assistant / Secretary to CXO level executives.
- Experience supporting CFO, CEO, MD, or senior leadership in corporate organizations is preferred.
- Experience in infrastructure, renewable energy, EPC, finance, or corporate environments will be an added advantage.
Required Skills
- Excellent verbal and written communication skills.
- Strong proficiency in MS Office (Excel, PowerPoint, Word, Outlook).
- Strong organizational and multitasking abilities.
- High level of professionalism and confidentiality.
- Strong follow-up and coordination skills.
- Ability to work under pressure and manage tight timelines.
- Good interpersonal and stakeholder management skills.
Key Competencies
- Confidentiality & Integrity
- Time Management
- Executive Presence
- Coordination & Planning
- Attention to Detail
- Problem Solving
- Professional Communication
Preferred Attributes
- Mature and professional personality.
- Ability to handle sensitive business matters independently.
- Strong ownership mindset and responsiveness.
- Flexible to support extended working hours whenever required.
