Secretary

Job Description

The position functions as an coordinator and support partner to the leader as and when the situation demands.Kindly find below a comprehensive list of roles and responsibilities:1. Executive Calendar and Time ManagementManage the leader's complex and dynamic calendar across multiple businesses.Prioritize meetings based on strategic importance, business impact, and urgency.Coordinate internal reviews, customer meetings, board discussions, leadership interactions, and external engagements.Eliminate scheduling conflicts and ensure optimal utilization of the leader’s time.Anticipate travel schedules, review cycles, and critical business events.2. Meeting Coordination and GovernanceSchedule and coordinate- Leadership reviewsBusiness unit reviewsCustomer meetingsBoard and governance meetingsStrategy discussionsEmployee interactionsPrepare agendas, pre-meeting briefs, and supporting documents.Capture action items and ensure follow-up with stakeholders.Track commitments and monitor closure of actions.3. Communication ManagementScreen emails, calls, and meeting requests.Prioritize communications requiring executive attention.Draft and review- Business correspondenceLeadership communicationsCustomer communicationsInternal announcementsMeeting requests and follow-upsRepresent the leader's office professionally with internal and external stakeholders.4. Travel and Logistics ManagementCoordinate domestic and international travel.Manage flight bookings, hotel reservations, local transportation, and itineraries.Ensure visa, travel documents, and expense requirements are met.Handle last-minute changes and contingencies.Coordinate airport pickups, visitor access, and meeting logistics.5. Stakeholder CoordinationAct as the single point of contact for Business heads, Customers, Corporate functions, External partners, Leadership teams.Coordinate between various businesses and locations.6. Board and Leadership SupportCoordinate approvals and document circulation.Maintain confidentiality of sensitive materials.7. Project and Action TrackingMonitor key deliverables across businesses.Track commitments made during meetings.Follow up with business heads and functional teams.Escalate delays where required.8. Confidentiality and GovernanceHandle sensitive: HR matters, Financial information, Strategic discussions, Customer matters, Organizational decisions.Maintain strict confidentiality.Ensure compliance with company policies and data protection requirements.9. Office and Administrative ManagementMaintain organized physical and digital records.Manage documentation and filing systems.Coordinate office resources and support services.Ensure smooth functioning of the office.10. Employee and Leadership EngagementCoordinate employee roundtables.Support leadership communication initiatives.Facilitate interactions between leadership and employees.11. Visitor and Protocol ManagementCoordinate visits of – Customers, Senior leaders, Government officials, Industry partners.Arrange access permissions, hospitality, meeting rooms, and logistics.Manage protocol requirements for senior visitors.12. Strategic SupportProvide background information and briefing notes before meetings.Anticipate information requirements.Maintain awareness of key business priorities.Act as a trusted advisor to the leader’s office.Support decision-making by ensuring timely availability of information.Ensure the overall smooth functioning of the office activities both operational and administrative.