Executive Director Secretary

About the role

The Executive Director’s Secretary will provide high‑level administrative support to the Executive Director of Hykon’s Power Electronics segment. This role ensures the ED’s schedule runs smoothly, communications are managed efficiently, and confidential information is handled with discretion.

Key responsibilities

• Manage the ED’s calendar, appointments, meetings and travel arrangements; screen calls and visitors.
• Maintain a master tracker of all instructions and approvals, following up with department heads until closure.
• Circulate weekly open‑items and week‑ahead schedules to the ED.
• Draft, proofread and format letters, memos, notes and official correspondence; prioritize the ED’s inbox.
• Compile review decks, MIS packs and board presentations from inputs provided by department heads.
• Coordinate meeting logistics, prepare agendas and pre‑reads, record minutes with clear decisions, owners and due dates.
• Plan end‑to‑end travel, including tickets, visas, accommodation and itinerary; file expense claims promptly.
• Prepare briefing notes and background material ahead of meetings and appointments.
• Maintain an organised physical and digital filing system for the ED’s office.
• Handle confidential commercial, financial and personnel information with complete discretion.
• Receive and attend to clients, visitors and dignitaries on behalf of the ED.

Required profile

• Bachelor’s degree in any discipline; Business Administration, Commerce or English preferred.
• 4–8 years of experience in a secretarial or executive assistant role, with at least 2 years supporting a Director or Business Head.
• Fluent English (written and spoken) and Malayalam; Hindi or Tamil is an advantage.
• High integrity, strong judgment and ability to work under pressure.
• Willingness to work extended hours and travel occasionally.

Required skills

• Advanced proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Proficiency with Google Workspace.
• Familiarity with CRM and ERP systems (advantageous).