Job Description

Responsibilities :
Meeting Coordination and Organization
The Secretary will, for the unit head and DMs connect with the stakeholders to check availability, send
timely meeting invites to the stakeholders and book conference room and telecon if required. S/He
coordinates with other secretaries to schedule a meeting between other unit head, external- schedule
review or other calls for the superior with clients or external consultants, contacts counter parts from the
external organizations, checks timelines and arranges stationary well before the meeting when required.
2. Calendar Management
The Secretary tracks calendar of the manager to ensure that his time is effectively utilized, accommodates
adhoc meetings and change of schedules while managing superiors time and identifies and prioritizes the
meetings to ensure that visitor's time is also respected.
3. Travel planning
The Secretary plans for Unit head and DMs travels, plans for outstation travels including tracking of Visa
expiry dates, interacts with travel desk to design the Itinerary for travel, arranges for hotel bookings and
Travel Settlement, in case of onsite travel coordinates with the onsite SPOCs for the agenda to finalize the
itinerary and books cab and accommodation for DC visits.
4. Unit Administration
The Secretary attends telephone calls, follows up on any action items, if required, updates the Key contact
details, maintains all reports, scorecards and other important documents, owns the various Unit group
mailing lists and ensures that they are current, coordinates with the Purchase and finance teams to
process PO and arrange the payment, organizes the guest passes for the visitors, updates the welcome
board, ensures accommodation for visitors in ECC while interacting ECC personnel, coordinates and
organizes quarterly unit offsite while interacting with DC representatives, facilities team, transport team,
catering team, external vendors for gifts for speakers from other units or external forums, coordinates
RnR activities. To facilitate client travel, s/he creates invite letters to get the visa while taking inputs from
presales team
Preferred Skills :
Technology->CAD->CAD - Others
Educational Requirements :
Graduate
Service Line :
Global Delivery

Skills Required