Executive Assistant To Secretary

Executive Assistant to Secretary

• Kingston Educational Institute
• Barasat & Madhyamgram, West Bengal
• Full-Time | On-Site

About the Institute

Kingston Educational Institute is a multi-disciplinary educational group established in 2004, operating across multiple campuses in Barasat and Madhyamgram. The institute includes colleges in Law, Management, Polytechnic, Teachers Training, Science, and a CISCE-affiliated school.

We are committed to academic excellence, regulatory compliance, digital transformation, and institutional growth.

Position Overview

• The Executive Assistant to Secretary will provide high-level administrative, operational, and coordination support to the Secretary of the Institute.
• This is a strategic support role requiring confidentiality, strong coordination ability, documentation skills, and proactive execution.
• The EA will act as a bridge between the Secretary’s office and academic/administrative departments.

Key Responsibilities

1. Executive & Administrative Support

• Manage calendar, meetings, and appointments of the Secretary.
• Prepare meeting agendas, minutes (MoM), and follow-up trackers.
• Draft official correspondence, emails, and internal communications.
• Maintain confidential documents and records.

2. Coordination & Follow-ups

• Coordinate with Principals, HODs, HR, Accounts, and Admin teams.
• Track implementation of management decisions.
• Follow up on compliance deadlines and institutional targets.
• Prepare status reports for review meetings.

3. Documentation & Reporting

• Maintain regulatory, accreditation, and affiliation documentation files.
• Compile institutional reports, presentations, and summaries.
• Assist in preparation of Board Meeting documents.
• Manage data consolidation from multiple campuses.

4. Strategic Support

• Assist in execution of institutional projects.
• Support policy drafting and circular issuance.
• Monitor key performance indicators across departments.
• Coordinate vendor communications when required.

5. Confidentiality & Governance

• Handle sensitive HR, financial, and compliance information.
• Always maintain strict confidentiality.
• Ensure professional representation of Secretary’s office.

Required Qualifications

• Graduate / Postgraduate (MBA preferred)
• 3–7 years’ experience in Executive Assistant / Admin / Office Management role
• Experience in educational institution preferred
• Strong MS Excel, Word, PowerPoint skills

Key Skills

• Excellent communication (written & verbal)
• Strong documentation & drafting skills
• High confidentiality & integrity
• Strong follow-up and execution mindset
• Multi-tasking ability
• Time management & organizational skills

Preferred Attributes

• Exposure to academic institutions
• Experience in handling regulatory documentation
• Comfortable working directly with senior leadership
• Problem-solving attitude

Compensation & Growth

• Competitive salary
• Direct exposure to top management
• Opportunity to grow into leadership coordination roles
• Long-term institutional career opportunity