Executive Secretary To Managing Director

Executive Secretary MD Office | Noida

Working Days: Monday to Saturday (6 days)

Reporting To: Managing Director

Experience: 1-6 years (Secretarial / Executive Support / PA / Office of Leadership roles)

Role Objective

The Executive Secretary will act as the primary support system for the Managing Director, ensuring seamless calendar control, communication management, meeting coordination, follow-ups, and day-to-day execution support.

This is a high-responsibility, high-trust and self-driven role that requires maturity, discretion, strong communication skills, and the ability to work closely with senior leadership in a fast-growing organization.

Key Responsibilities:

1. Calendar & Time Management (Core Responsibility)

• Own and manage the MDs daily calendar, meetings, and priorities
• Schedule internal & external meetings efficiently (customers, distributors, vendors, consultants, leadership team)

2. Communication & Email Management

• Draft, review, and format professional emails on behalf of the MD
• Manage, flag and filter incoming emails, messages and calls.
• Maintain a clean communication trail and ensure timely responses

3. Follow-Ups & Execution Tracking

• Track action points from meetings and calls
• Follow up with internal teams and external stakeholders until closure

4. Meeting & Coordination Support

• Prepare MOMs or summaries when required
• Coordinate internal reviews, leadership meetings, and ad-hoc discussions
• Ensure meeting outcomes are converted into actions

5. Travel & Logistics Support (Occasional)

• Assist with travel, hotel and other logistical support
• Accompany and provide coordination support to the Managing Director during exhibitions, official visits, and business engagements, as required
• Coordinate itineraries with internal teams when required

6. Confidentiality & Professional Representation

• Handle sensitive information with absolute discretion
• Act as a professional extension of the MD in communication and conduct
• Maintain decorum, clarity, and boundaries while dealing with senior stakeholders

7. Office & Daily Logistics Coordination

• Ensure MDs cabin and meeting space are work-ready during business hours
• Coordinate with admin, housekeeping, and pantry for:
• 
  
• cabin readiness
• refreshments
• working lunches during meetings
• Support smooth daily functioning of MDs office environment

This is an execution, coordination, and support role for the MD’s office.

Desired Candidate Profile

Must-Have Traits

• Strong spoken & written English communication
• High level of professional presentation & etiquette
• Calm, composed, and structured in approach
• Excellent follow-through habit
• Comfortable working closely with a demanding MD
• Trustworthy and discreet

Skills Required

• Email drafting & formatting
• Calendar & meeting coordination
• Basic Excel / Google Sheets (trackers, lists)
• WhatsApp & phone coordination
• Documentation & note-keeping

Experience Background (Any of These)

• Executive Secretary
• Personal Secretary (PS)
• Executive Assistant (non-strategic)
• Office of Director / Office of CEO support roles
• Senior Admin / Coordination roles with leadership exposure

Working Style Expectations

• 6-day working culture (aligned with MD schedule)
• Occasional extended hours during peak periods
• Fast-paced, dynamic environment
• High ownership mindset

Growth Path (Transparent)

• Strong performers can evolve into:
• 
  
• Senior Executive Assistant
• Chief of Staff support role (longer term)
• Performance-based responsibility expansion, not title inflation

Why This Role Matters

This role exists to protect the MD’s focus, improve execution speed, and bring order to chaos during a high-growth phase of the company.

If done well, this position becomes one of the most trusted roles in the organization.