Personal Secretary to the Managing Director

The Secretary to the Managing Director (MD) is a critical role responsible for providing comprehensive executive, administrative, and organizational support to ensure the smooth functioning of the MD’s office. This position requires managing multiple priorities efficiently within a fast-paced manufacturing environment while maintaining a high level of confidentiality and professionalism. The Secretary acts as a key liaison between the MD, internal teams, and external stakeholders, ensuring effective communication and coordination across all levels.

Key Responsibilities

Executive Assistance & Coordination:
Manage the MD’s daily schedule, including appointments, meetings, and travel arrangements. Serve as the primary point of contact for all communications directed to the MD, both internally and externally. Draft, review, and oversee correspondence, reports, and presentations to maintain accuracy and professionalism. Organize meetings by preparing agendas, recording minutes, and following up on action items to ensure timely completion.

Office & Administrative Management:
Maintain an efficient filing system for quick retrieval of information and handle confidential documents with the utmost discretion. Coordinate with senior management, department heads, and external parties as directed by the MD. Arrange local and international travel, including hotel bookings and other logistics, to support the MD’s business needs.

Information & Communication Support:
Screen incoming phone calls, emails, and correspondence, prioritizing matters that require the MD’s attention. Draft official letters, memos, and notices on behalf of the MD. Keep accurate records of key decisions, directives, and approvals issued by the MD to ensure proper documentation.

Follow-up & Coordination:
Monitor the implementation of decisions made by the MD and provide timely progress updates. Collaborate with various departments to gather reports, data, and other information needed by the MD. Assist in preparing presentations, business briefs, and review materials for meetings to facilitate informed decision-making.

Required Qualifications

A Bachelor’s or Master’s degree in Business Administration, English, or a related field is essential. Candidates should have 5 to 10 years of relevant experience in executive or secretarial roles, preferably within a manufacturing or corporate environment. Excellent command of written and spoken English is required. Proficiency in Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook is necessary. Strong organizational skills, attention to detail, and effective time management are critical for success in this role.

Preferred Qualifications and Benefits

While not explicitly stated, experience in a manufacturing setting is highly valued. The role demands a professional demeanor, excellent interpersonal skills, and the ability to maintain confidentiality and exercise discretion consistently. Candidates should demonstrate strong communication and drafting capabilities, the ability to work independently, and perform well under pressure. Integrity, reliability, and loyalty are key personal attributes sought.

This is a full-time, in-person position offering a competitive monthly salary range of Rs100,000 to Rs150,000. The role requires dedication and the ability to support the Managing Director effectively within a dynamic manufacturing environment.