Job Title: Executive Secretary to CEO
Location: Thiruvananthapuram, Kerala, India
Key Responsibilities:
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Calendar & Schedule Management:
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Proactively manage and maintain the CEO's dynamic and complex calendar, including scheduling internal and external meetings, appointments, and teleconferences.
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Prioritize and resolve scheduling conflicts efficiently, ensuring optimal use of the CEO's time.
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Prepare the CEO for all engagements by providing necessary documents, briefs, and background information in advance.
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Communication & Correspondence:
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Act as the primary point of contact for all incoming communications (calls, emails, mail) directed to the CEO, screening and prioritizing appropriately.
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Draft, review, and edit high-quality professional correspondence, presentations, reports, and other documents on behalf of the CEO.
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Facilitate effective and timely communication between the CEO and senior leadership, department heads, employees, clients, investors, and other external stakeholders.
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Meeting Coordination & Support:
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Organize and coordinate high-level meetings (Board meetings, Executive Team meetings, investor calls, client reviews), including scheduling, sending invitations, preparing and distributing agendas and materials, and arranging all necessary logistics (venue, catering, technology setup).
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Attend meetings, accurately record minutes, track action items, and ensure timely follow-up on deliverables.
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Travel Management:
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Manage and coordinate comprehensive domestic and international travel arrangements for the CEO, including flights, accommodations, ground transportation, and detailed itineraries.
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Handle visa applications, foreign exchange, and other necessary international travel requirements.
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Process and reconcile travel expenses and reimbursements accurately and in a timely manner.
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Information & Document Management:
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Organize and maintain highly confidential physical and digital files, records, and documents with absolute discretion.
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Conduct research and compile data as needed for reports, presentations, and decision-making processes.
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Ensure proper document control, versioning, and secure archiving.
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Office Administration:
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Manage the CEO's office environment, ensuring it is well-organized, efficient, and adequately stocked.
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Process invoices, expense reports, and other administrative paperwork promptly.
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Assist with personal tasks or errands for the CEO, within professional boundaries, to optimize their focus on core business objectives.
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Special Projects:
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Undertake and manage ad-hoc projects and assignments as directed by the CEO, which may involve coordination with various departments, research, or data compilation.
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Represent the CEO in certain administrative capacities when appropriate.
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Confidentiality & Discretion:
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Maintain the highest level of confidentiality and integrity when handling sensitive company information, proprietary data, and personal matters related to the CEO.
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