We are hiring an experienced Executive Secretary to CEO in Thiruvananthapuram, Kerala, to provide high-level administrative and strategic support. The role involves managing complex calendars, communications, travel, and confidential documentation with precision and professionalism.

Skills

• Scheduling
• Communication
• Coordination
• Travel Management
• Information management
• Document Management
• Office Administration
• CRM Systems

Requirements

• Job Role Executive Secretary to CEO
• Job Type Full Time
• Workplace Type Onsite
• Industry Animation and Post-production

Secondary locations

About

Not provided

Responsibilities

• Calendar & Schedule Management:

  • Proactively manage and maintain the CEO's dynamic and complex calendar, including scheduling internal and external meetings, appointments, and teleconferences.

  • Prioritize and resolve scheduling conflicts efficiently, ensuring optimal use of the CEO's time.

  • Prepare the CEO for all engagements by providing necessary documents, briefs, and background information in advance.

• Communication & Correspondence:

  • Act as the primary point of contact for all incoming communications (calls, emails, mail) directed to the CEO, screening and prioritizing appropriately.

  • Draft, review, and edit high-quality professional correspondence, presentations, reports, and other documents on behalf of the CEO.

  • Facilitate effective and timely communication between the CEO and senior leadership, department heads, employees, clients, investors, and other external stakeholders.

• Meeting Coordination & Support:

  • 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).

  • Attend meetings, accurately record minutes, track action items, and ensure timely follow-up on deliverables.

• Travel Management:

  • Manage and coordinate comprehensive domestic and international travel arrangements for the CEO, including flights, accommodations, ground transportation, and detailed itineraries.

  • Handle visa applications, foreign exchange, and other necessary international travel requirements.

  • Process and reconcile travel expenses and reimbursements accurately and in a timely manner.

• Information & Document Management:

  • Organize and maintain highly confidential physical and digital files, records, and documents with absolute discretion.

  • Conduct research and compile data as needed for reports, presentations, and decision-making processes.

  • Ensure proper document control, versioning, and secure archiving.

• Office Administration:

  • Manage the CEO's office environment, ensuring it is well-organized, efficient, and adequately stocked.

  • Process invoices, expense reports, and other administrative paperwork promptly.

  • Assist with personal tasks or errands for the CEO, within professional boundaries, to optimize their focus on core business objectives.

• Special Projects:

  • Undertake and manage ad-hoc projects and assignments as directed by the CEO, which may involve coordination with various departments, research, or data compilation.

  • Represent the CEO in certain administrative capacities when appropriate.

• Confidentiality & Discretion:

  • Maintain the highest level of confidentiality and integrity when handling sensitive company information, proprietary data, and personal matters related to the CEO.

Other Requirements

• Bachelor's degree in Business Administration, Communications, Secretarial Practice, or a related field preferred.

• Minimum of 8-10 years of progressive experience in an executive administrative support role, with at least 3-5 years specifically supporting a CEO or C-level executive in a dynamic corporate environment.

• Exceptional Proficiency in Microsoft Office Suite: Advanced skills in Outlook, Word, Excel, and PowerPoint are mandatory.

• Proven ability to manage complex calendars and multiple priorities with precision.

• Superior written and verbal communication skills in English. Proficiency in Malayalam is a significant advantage, particularly for local interactions.

• Impeccable attention to detail and accuracy in all tasks.

• Strong organizational, planning, and time management skills.

• Proactive, anticipatory, and resourceful problem-solver with excellent judgment.

• High degree of professionalism, integrity, and discretion.

• Ability to work independently with minimal supervision and as part of a team.

• Demonstrated ability to maintain composure and effectiveness under pressure.

• Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).

• Experience with CRM systems or project management tools is a plus.

Good to have

Not provided

About the Company