Secretary / Executive Assistant

Job Description: Personal Secretary to Director

Company: Web Spider Solutions

Location: Assotech Business Cresterra, Sector 135, Noida

Department: Director's Office

Employment Type: Full-Time

Reporting To: Director

About Web Spider Solutions

Web Spider Solutions is a digital marketing and technology company specializing in SEO, AI SEO, performance marketing, and digital growth solutions. We are looking for a proactive, organized, and trustworthy Personal Secretary to support the Director in managing daily schedules, business communication, meetings, and administrative responsibilities.

Key Responsibilities

1. Calendar & Schedule Management

- Manage the Director's daily calendar, appointments, meetings, and reminders.

- Schedule internal and external meetings and coordinate with clients and team members.

- Prioritize tasks and ensure timely follow-ups on important commitments.

- Organize travel arrangements, hotel bookings, and itineraries when required.

2. Email & Communication Management

- Draft professional emails, WhatsApp messages, letters, and business correspondence.

- Handle incoming calls and direct inquiries appropriately.

- Coordinate with clients, vendors, employees, and business associates.

- Maintain professional communication on behalf of the Director when authorized.

3. Meeting Coordination & Follow-ups

- Prepare meeting agendas and collect relevant reports or documents.

- Record meeting minutes, decisions, and action items.

- Follow up with department heads and team members to track pending tasks.

- Ensure deadlines and commitments are communicated and monitored.

4. Business & Administrative Support

- Prepare presentations, reports, spreadsheets, and basic business documents.

- Maintain confidential files, records, and important documents.

- Coordinate with HR, Accounts, Operations, Sales, and Marketing teams.

- Assist with invoices, expense records, reimbursements, and document collection.

- Support business networking activities, client meetings, and professional events.

5. Personal Assistance to the Director

- Manage work-related reminders and selected personal appointments.

- Coordinate personal travel, bookings, and other assigned arrangements.

- Handle confidential information with complete discretion.

- Anticipate requirements and resolve routine matters independently wherever possible.

Required Skills & Qualifications

- Graduate in any discipline; a bachelor's degree in business administration is preferred.

- 2–5 years of experience as a Personal Secretary, Executive Assistant, or Personal Assistant.

- Excellent spoken and written English and Hindi.

- Proficiency in MS Office, Google Workspace, Excel, PowerPoint, email, and calendar tools.

- Strong organizational, communication, multitasking, and follow-up skills.

- Professional attitude, punctuality, attention to detail, and problem-solving ability.

- High integrity and the ability to maintain strict confidentiality.

Preferred Candidate Profile

- Proactive, dependable, and comfortable working directly with senior management.

- Able to distinguish urgent tasks from routine activities.

- Strong coordination skills and a professional approach to handling clients.

- Willing to take ownership of tasks instead of waiting for repeated instructions.

- Comfortable working in a fast-paced digital marketing and technology environment.

Key Performance Indicators (KPIs)

- Accuracy and effectiveness of calendar and appointment management.

- Timely completion of assigned tasks and follow-ups.

- Quality of email drafting and business communication.

- Meeting preparation and action-item tracking.

- Accuracy of records, reports, and documentation.

- Reliability, confidentiality, and overall support effectiveness.

Working Conditions

- Work location: Sector 135, Noida

- Working days: 5 days a week, with occasional Saturday support as required.

- Working hours: As per company policy.

- Salary: As per experience, skills, and suitability.