Job Description

Position Overview

The Executive Secretary to the General Manager provides high-level administrative, coordination, and strategic support to the GM's Office. This role ensures efficient management of the GM's schedule, communications, documentation, and follow-ups, enabling smooth functioning of the company's leadership activities and business operations.

Key Responsibilities1. Executive Administrative Support

Manage and maintain the GM's calendar, appointments, meetings, and travel arrangements. Prepare, draft, and proofread official correspondence, memos, reports, presentations, and emails on behalf of the GM. Maintain confidentiality of sensitive business, HR, and operational information.

2. Communication & Coordination

Act as a single point of contact between the GM and internal departments, clients, vendors, and external stakeholders. Screen calls, emails, and requests; respond or delegate them appropriately. Coordinate and track follow-ups of assigned tasks to ensure timely completion.

3. Meetings & Documentation

Organize leadership meetings, review meetings, and client interactions. Prepare meeting agendas, take minutes, document proceedings, and circulate action points with follow-up tracking. Maintain proper filing and documentation (digital & physical) for GM's Office.

4. Operational & Managerial Support

Assist the GM in monitoring and coordinating activities related to HR, Admin, Projects, Procurement, Marketing, and Finance, as instructed. Support in project documentation, client proposals, quotations, contracts, and business presentations. Conduct initial research, gather information/data, and prepare project or business briefs when required.

5. Office & Business Support

Handle travel, event, conference, and meeting logistics for the GM's Office. Maintain office discipline, decorum, and professional communication standards as an extension of the GM's Office. Maintain accurate contact lists, business records, company policies, and standard formats.

Skills & CompetenciesTechnical Skills

Proficient in MS Office (Word, Excel, PowerPoint) and email communication. Strong drafting, documentation, and presentation skills. Excellent command over English (Malayalam/Hindi added advantage).

Behavioral Competencies

High level of integrity, confidentiality, and professionalism. Strong organizational, multitasking, and time-management skills. Smart, proactive, disciplined, and resourceful with attention to detail. Good interpersonal and stakeholder management skills.

Qualification & Experience

Bachelor's Degree (Business Administration, Commerce, English Literature, or related discipline preferred). 3-7 years of experience as Executive Assistant/Secretary/Administrative Support role, ideally supporting senior management. Experience in contracting, construction, landscaping, or design industry preferred (not mandatory).

Working Conditions

Full-time role with 6-day working schedule. May require attending urgent calls/messages outside working hours based on operational needs. Local travel for meetings, site visits, or coordination when required.

Key Performance Indicators (KPIs)

Efficiency of GM's schedule and task management. Quality and timeliness of documentation, communication, and follow-ups. Professionalism and accuracy in data and information handling. Improvement in organizational coordination and workflow across departments.
Job Types: Full-time, Permanent

Pay: ?25,000.00 - ?30,000.00 per month

Benefits:

Cell phone reimbursement
Work Location: In person