Executive Secretary

Company Description

Alchemist Marketing & Talent Solutions is one of the largest independent communications agencies, providing integrated communication strategies tailored to various industries. Over the past 15 years, the agency has established a reputation for delivering impactful strategies aligned with clients' business goals, leading to a strong base of long-term retained clients. Alchemist has a robust portfolio in the real estate sector and expertise in creating mainline and digital communication campaigns across markets. Known for its ability to execute as a one-stop solution provider, the agency focuses on achieving tangible business results. Alchemist fosters growth and collaboration, driven by the passion and energy of its people.

Role Description

This is a full-time, on-site position for an Executive Secretary based in Mumbai. The role involves providing executive administrative assistance, managing Director(s) secretarial tasks, and handling tactical responsibilities.

Responsibilities

1. Calendar Management : Efficiently manage the MD's calendar, including scheduling meetings, appointments.
2. Travel & logistics management for Directors and top leadership personnel : Organise and coordinate travel itineraries, accommodation, and related logistics for the MD's business & personal trips.
3. Gatekeeper for communication - Draft emails, notes, take minutes of meet for Directors. Serve as the primary point of contact between the MD and internal/external stakeholders.
4. Meeting preparation - Prepare agendas, materials, and notes for meetings. Follow up on action items and ensure timely completion.
5. Complete Director(s) personal tactical jobs
6. Document Management
7. Coordinate on office supplies and employee diaries along with HR
8. Manage payment for the leadership credit cards
9. Guest relations - Manage and schedule logistics & allied arrangements (food, travel etc) for vistors with top notch hospitality
10. Maintaining & organize confidential documents and personal records
11. Event Planning - Coordinate and manage events, both internal and external, ensuring all details are handled with precision.
12. Any other allied task

Qualifications & Skills

• 1-2 years of work experience
• Strong clerical skills, including record-keeping, documentation, and organizational abilities.
• Excellent communication skills for effective interpersonal interaction and correspondence.
• Ability to handle confidential information professionally.
• Proficiency in executive administrative assistance, including meeting coordination and preparation.
• Customer service skills to build and maintain positive relations with clients and stakeholders.
• Detail-oriented and adept at multitasking in a fast-paced environment.
• Proficiency in Microsoft Office Suite and other productivity tools.
• Leveraging AI to the fullest
• Bachelors degree or an equivalent qualification.
• An experience in the advertising industry is preferable but not a mandate