Executive Secretary to the Managing Director

Job Description

Position Title: Executive Secretary to the Managing Director

Location: Chennai

Employment Type: Full-time

Role Overview

The Executive Secretary to the Managing Director will serve as the MDs primary point of coordination, ensuring seamless management of schedules, meetings, communication, documentation, and personal assistance.

This role demands a high level of confidentiality, maturity, discretion, integrity, and proactive ownership , acting as both a gatekeeper and an enabler to the MDs effectiveness.

Eligibility & Core Expectations:

• Minimum 2 years of any office/organizational work experience (secretarial experience not mandatory)
• Individuals who genuinely believe they are mature enough to handle high-responsibility roles are welcome
• Integrity is valued over experience character and trustworthiness take priority
• Multilingual candidates preferred
• Strong willingness to learn, adapt, and grow
• Open mindset with long-term commitment orientation

Key Roles & Responsibilities1. Office & Appointment Management

• Maintain and manage the MDs daily, weekly, and monthly calendar, including internal meetings, client meetings, and vendor interactions.
• Ensure there are no overlapping or missed appointments, with reminders sent well in advance.
• Schedule and organize internal staff review meetings and external meetings, including preparation of meeting agendas.
• Ensure that no internal staff meets the MD without a prior appointment.
• Track follow-ups from all meetings and ensure timely closure of action points.
• Ensure punctuality of all participants through timely reminders.

2. Meetings & Documentation

• Attend all internal and external meetings with the MD.
• Accurately record Minutes of Meeting (MoM), capturing discussions, decisions, action points, owners, and deadlines.
• Circulate MoMs within 24 hours to all relevant stakeholders.
• Maintain a well-organized digital repository of all MoMs for easy retrieval.
• Track action items and ensure completion within committed timelines; immediately flag delays to the MD.

3. Email & Communication Follow-Up

• Be copied on all official emails involving the MD.
• Act as a follow-up and reminder mechanism for internal teams, clients, and vendors.
• Maintain a task and response tracker for all email communications.
• Escalate unusual delays or non-compliance to the MD promptly.
• Draft professional emails, notes, presentations, and correspondence on behalf of the MD as required.

4. Presentations & Reporting

• Prepare presentations, reports, and proposals for internal reviews and client meetings as directed by the MD.
• Coordinate with internal teams to collect inputs and data within defined timelines.
• Review all documents for accuracy, clarity, grammar, and presentation quality before submission.

5. Confidentiality & Professional Conduct

• Maintain absolute confidentiality regarding company strategy, client discussions, vendor negotiations, and the MDs personal matters.
• Refrain from participating in office politics, gossip, or informal information sharing.
• Maintain professional boundaries with all employees to avoid conflicts of interest.
• Ensure sensitive documents and conversations remain strictly within authorized access.

6. Personal Assistance to the Managing Director

• Manage the MDs personal calendar, including medical appointments and personal commitments.
• Provide gentle reminders for medications and health routines when required.
• Coordinate with doctors, clinics, and healthcare providers for scheduling and follow-ups.
• Assist with travel preparations, including packing support and ensuring essential business, medical, and personal items are arranged.
• Ensure readiness of travel documents such as passport, visa, and identity proofs.

7. Travel & Hospitality Management

• Plan, book, and confirm domestic and international travel (flights, trains, cars).
• Handle hotel bookings, check-in/check-out coordination, and comfort arrangements.
• Prepare comprehensive travel folders with tickets, confirmations, schedules, and key contacts.
• Accompany the MD during travel when required and provide on-ground support.
• Act as the single point of coordination for both office and personal matters during travel.

8. Research & Industry Knowledge

• Conduct proactive research on clients, vendors, projects, and industry trends as assigned by the MD.
• Develop a working understanding of the Architecture & Interior Design industry.
• Suggest relevant inputs, references, or insights that add value to projects.
• Maintain a personal knowledge repository including industry articles, competitor analysis, and market trends.

9. Representation & Voice of the MD

• Represent the MD professionally in interactions with staff, clients, and vendors.
• Communicate instructions and feedback clearly and accurately on behalf of the MD.
• Ensure MDs decisions are implemented without delay or dilution.
• Maintain professional appearance, conduct, and demeanor aligned with the MDs leadership style.

10. Administrative & Miscellaneous

• Manage filing, documentation, and archiving of confidential records.
• Liaise with vendors, service providers, and government offices when required.
• Handle official and personal errands as instructed by the MD.
• Maintain an open issues log and provide daily updates to the MD.
• Coordinate with finance and admin teams for expenses, claims, and vendor settlements.

Desired Skills & Attributes

• Integrity & Loyalty: Honest, dependable, and trustworthy (priority over experience)
• Confidentiality: Proven ability to handle sensitive information discreetly
• Interpersonal Skills: Strong communication, empathy, and relationship management
• Time Management: Excellent prioritization, multitasking, and punctuality
• Proactive Mindset: Anticipates needs and acts without repeated reminders
• Professional Maturity: Composed, disciplined, emotionally stable, and reliable
• Learning Orientation: Curious, adaptable, and growth-focused
• Multilingual Ability: Preferred

Core Philosophy of the Role:

This is not a clerical job. This is a trust-based leadership support role . The Executive Secretary functions as the MDs operational backbone, ethical firewall, coordination engine, and execution enabler.

• Character, integrity, confidentiality, discretion, and responsibility are valued more than designations, titles, or years of experience.