Secretary to MD

Job Title: Secretary to the Managing Director

Reports To: Managing Director (Mr. Sanjay Patel)

Industry: Engineering, Infrastructure, Defense, \& Solar Energy

Location: Head Office

Job Type: Full\-time

Job Purpose

The Secretary to the Managing Director provides high\-level, confidential administrative and secretarial support to Managing Director across his portfolio of group of companies in engineering, infrastructure, defense, and solar energy. This role serves as the central point of contact and coordination for internal \& external stakeholders includes business units, government entities, and global partners. The ideal candidate will possess exceptional organizational skills and the agility to navigate multiple distinct industry domains with absolute discretion \& multi\- tasking.

Key Responsibilities

• Multi\-Sector Calendar \& Schedule Management
• Manage Managing Director’s professional calendar, strategically prioritizing meetings across different business verticals (Engineering, Infrastructure, Defense, and Solar).
• Anticipate the scheduling conflicts \& proactively resolve to ensure smooth daily operations.
• Coordinate high\-stakes timelines, ensuring the MD's availability aligns with critical project milestones, tender submissions, and site visits etc.
• Act as a proactive gatekeeper, filtering meeting requests and optimizing the MD's daily schedule.
• High\-Level Stakeholder Communication
• Act as the primary liaison between the Office of the MD and external stakeholders, including government officials, defense authorities, corporate clients, and international vendors.
• Draft, edit, and proofread official correspondence, technical briefs, board memos, and high\-impact presentations.
• Ensure strict adherence to security protocols and confidentiality requirements, particularly regarding defense and infrastructure projects.
• Meeting Coordination \& Governance
• Organize executive\-level meetings, consortium reviews, board meetings, and high\-profile client visits.
• Compile and distribute comprehensive briefing files, project updates, meeting agendas and compliance documents prior to meetings.
• Attend key meetings to record technical minutes of the meeting, track deliverables, and systematically follow up on action items with responsible team member.
• Travel \& Site Visit Logistics
• Coordinate intricate domestic and international travel itineraries, managing flights, accommodations, visas, and required site permissions.
• Prepare detailed travel dossiers containing site locations, technical briefs, and regional safety clearances.
• Information \& Document Management
• Maintain a highly organized, secure digital and physical filing system for confidential tender documents, joint\-venture contracts, and corporate records.
• Manage expense reports, invoice tracking, and administrative budgets for the Office of the MD.
• Manage special projects \& ad hoc assignments as directed by MD

Required Qualifications and Skills

• Education: Bachelor’s degree in Business Administration, Engineering, or a related field. A secretarial diploma or certification is highly preferred.
• Experience: 5–8 years of experience as an Executive Assistant or Secretary to C\-suite executives, preferably within infrastructure, heavy engineering, defense, or renewable energy industries.
• Sector Familiarity: General understanding of tender processes, regulatory compliance, and corporate operations across engineering and industrial sectors will be an added advantage.
• Technical Skills: Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint) and enterprise collaboration tools (Outlook, Google Workspace, Project Management software).
• Discretion \& Integrity: Demonstrated ability to handle highly sensitive, classified, and proprietary information with the highest level of confidentiality.
• Competencies: Exceptional multi\-tasking abilities, strong analytical thinking, outstanding command of written and spoken English, and a calm, professional demeanor under tight deadlines.

Compensation Structure: Best in Industry

Pay: ₹50,000\.00 \- ₹80,000\.00 per month

Benefits

• Provident Fund

Application Question(s)

• Do you have experience as an EA to management ?

Work Location: In person