Executive Secretary to Director

About the Role

Shyam Steel Industries Limited requires an Executive Secretary to provide high-level administrative and secretarial assistance directly to the Director. The position is based in Kolkata, West Bengal and involves on-site work within the manufacturing sector. The core objective is to ensure efficient day-to-day functioning of the Director's office through meticulous coordination and management.

Primary Responsibilities

• Manage and organize the Director's calendar, appointments, meetings, and travel arrangements efficiently.
• Screen, prioritize, and handle incoming communications including phone calls, emails, and correspondence.
• Compose, draft, and review business documents such as letters, reports, and presentations with high accuracy.
• Serve as the main liaison between the Director and both internal teams and external stakeholders.
• Coordinate meetings, including conferences, board meetings, and business reviews by preparing agendas, materials, and recording minutes with follow-up on action items.
• Arrange comprehensive travel plans and itineraries domestically and internationally, along with managing related expense reports.
• Support organization of business events, leadership gatherings, and corporate functions as required.
• Maintain confidential files and documentation, manage office correspondence, and oversee document control systems.
• Handle reimbursement claims, bills, and expenses related to the Director's office efficiently.
• Engage with senior management, clients, vendors, government agencies, and partners maintaining professionalism and confidentiality.
• Prepare periodic management information system (MIS) reports, dashboards, and business summaries for review.
• Monitor critical deadlines and provide reminders to ensure adherence to timelines.

Required Qualifications and Experience

• Bachelor’s degree in Business Administration, Commerce, Management or relevant discipline; MBA or PGDM preferred.
• 5 to 10 years of proven experience as an Executive Secretary, Executive Assistant, Personal Assistant, or equivalent role supporting senior leadership or directors.

Competencies and Skills

• Exceptional verbal and written communication capabilities.
• Strong organizational and time management skills with the ability to multitask effectively.
• High discretion and commitment to confidentiality in all dealings.
• Proficiency with Microsoft Office suite including Word, Excel, PowerPoint, and Outlook.
• Ability to independently prepare professional reports, presentations, and correspondence.
• Excellent interpersonal skills and ability to maintain stakeholder relationships.
• Professional demeanor and business etiquette.
• Efficient follow-up and coordination skills to ensure completion of assigned tasks.

Key Performance Indicators

• Efficiency in managing the Director's calendar and meetings.
• Prompt closure of assigned action items.
• Accuracy and quality of prepared documentation.
• Effective coordination of travel and events.
• Positive feedback from stakeholders regarding responsiveness and professionalism.
• Strict adherence to confidentiality and compliance norms.