Secretary / Executive Assistant

Key Responsibilities

1. Executive & Secretarial Support

- Manage the Managing Director’s calendar, appointments and meetings.

- Schedule and coordinate internal and external meetings.

- Maintain reminders for important meetings, commitments and deadlines.

- Prepare meeting agendas, notes and minutes wherever required.

- Follow up with employees and external parties on instructions given by the MD.

2. Communication & Correspondence

- Handle phone calls, emails, letters and routine correspondence professionally.

- Draft and format emails, letters, notices and other business communications.

- Coordinate with customers, vendors, consultants, banks, advocates and other external parties.

- Ensure important communications are brought promptly to the MD’s attention.

3. Documentation & Records

- Organize and maintain physical and digital files systematically.

- Maintain records of agreements, approvals, correspondence and important company documents.

- Assist in preparing, printing, scanning, filing and retrieving documents.

- Maintain strict confidentiality of company and management information.

4. Meeting & Follow-up Coordination

- Coordinate meetings with staff, customers, vendors and consultants.

- Record important decisions and action points.

- Maintain a follow-up tracker and remind concerned employees about pending tasks.

- Provide periodic updates to the MD on important pending matters.

5. Office Coordination

- Coordinate between the MD and various departments of Vaishno Group.

- Collect reports, documents and updates required by management.

- Assist in organizing management meetings, client meetings and company events.

- Support routine administrative activities whenever required.

6. Travel & Personal Assistance

- Assist with business travel arrangements, including flights, hotels and itineraries.

- Maintain travel schedules and related documentation.

- Provide reasonable personal administrative assistance to the MD when required.