Job Description

Responsibilities & Key Deliverables

1. Calendar Management:

Schedule meetings with internal and external stakeholders. Arrange for necessary logistics for meetings.

2. Team Coordination:

Follow up on tasks with the team ensuring timely submission of information. Facilitate team-building initiatives.

3. Travel Management:

Coordinate with the travel desk for ticketing (Domestic/International). Manage visa, passport renewal, and pre/post travel arrangements.

4. Expense Reimbursement:

Complete travel reimbursements and procedures from approvals to receiving payment. Manage forms and processes for the release and surrender of foreign exchange.

5. Project Coordination & Functional Administrative Support:

Provide support for internal and external communication events, campaigns, press conferences, etc. Coordinate with PR agency for setting up media interactions with key stakeholders. Manage and maintain generic email IDs for internal & external communications. Coordinate with internal departments (Administration, HR, Accounts, Legal). Systematically manage virtual and physical filing of all department-related documents. Liaise with vendors related to departmental agreements, payments, and meetings as required.

6. Budget & Audit Support:

Provide input data for the annual financial budget. Maintain support documentation and prepare expense vs. budget variance reports. Prepare and maintain documentation related to the management of all internal and external audits. Track and maintain records related to internal compliances for the department.

Experience

5+ years of experience as a secretary supporting leadership position.

Industry Preferred

Qualifications

Graduate in any stream.

Proficiency with MS Office, SAP, and other relevant software.

General Requirements

Prioritization skills. Strong interpersonal and communication skills. Collaborative mindset. Problem-solving abilities. Executive management skills. Meticulous attention to detail. Poised under pressure. Tech-savvy and efficiency-focused.

Our commitment to Diversity, Equity, and Inclusion