Job Description

Job Title:

Executive Assistant / Personal Secretary to the Managing Director

Overview

We are seeking a dynamic and resourceful

Executive Assistant / Personal Secretary

to support the Managing Director. The ideal candidate is a

go-getter

with exceptional communication skills, high attention to detail, and a strong grasp of office technologies including

MS Office

and

basic AI tools

. The role demands professionalism, discretion, and the ability to manage schedules and tasks independently.

Key Responsibilities

Executive Communication & Coordination

Serve as the primary liaison for calls, emails, and messages on behalf of the MD.

Interface confidently with clients, vendors, stakeholders, and partners.

Represent the MD in both internal and external communications when required.

Documentation & Communication Management

Draft, proofread, and finalize professional emails, letters, reports, and presentations.

Take dictation accurately and convert notes into polished documents.

Maintain clear and effective documentation standards.

Calendar & Meeting Management

Manage and optimize the MD's calendar including appointments, reminders, and briefings.

Organize board meetings, virtual conferences, and key events with precise coordination.

Prepare agendas and meeting minutes as needed.

Guest & Visitor Engagement

Welcome and assist high-profile visitors with warmth and professionalism.

Arrange logistics, hospitality, and support for in-office and travel guests.

Travel & Logistics Administration

Plan and execute domestic and international travel including flights, visas, hotels, and itineraries.

Handle end-to-end logistics for business and personal travel, ensuring seamless experiences.

Prepare comparative vendor quotes and coordinate with agencies like AMEX, MakeMyTrip, etc.

Reporting & Data Management

Prepare business reports, executive dashboards, and data summaries.

Maintain accurate and secure records, backups, and documentation.

Additional Responsibilities

Vendor & Service Coordination

: Liaise with service providers and ensure delivery quality and timelines.

Event Management

: Plan meetings, events, and gatherings including logistics and material preparation.

Office & Home Operations Oversight:

o Supervise office staff and support infrastructure.

o Manage house-related operations (A & B Blocks of Brigade), including maintenance and staff supervision.

Medical & Personal Coordination

: Oversee medical appointments and maintain health records of the MD.

Car Maintenance

: Track vehicle servicing, compliance, and documentation.

Contact Directory Management

: Maintain and regularly update categorized contact lists.

Government Liaison

: Coordinate with government departments for documentation and approvals.

Preferred Candidate Profile

Bachelor's degree in any stream; additional qualifications such as an MBA are considered a plus.

Minimum of

2+ years of experience

as an

Executive Assistant

reporting directly to

senior management.

Proactive, self-driven, and highly organized

.

Excellent verbal and written communication in English.

Advanced proficiency in

MS Office

(Excel, Word, PowerPoint, Outlook).

Comfortable with

basic AI tools

.

Able to handle confidential information with discretion and integrity.

Willing to travel or manage tasks beyond standard work hours when needed.

Interested candidates share your resume to mahesh@hraxiom.in or apply through Indeed

Job Types: Full-time, Permanent

Pay: ₹40,000.00 - ₹50,000.00 per month

Benefits:

Cell phone reimbursement Food provided Health insurance Leave encashment Paid sick time Paid time off Provident Fund
Schedule:

Day shift Fixed shift Morning shift Weekend availability
Experience:

Executive Assistant/Personal Secretary: 1 year (Required)
Work Location: In person